10634 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

UNITED STATES INFORMATION

AGENCY

Privacy Act of 1974: Republication of

Notice of Systems of Records

AGENCY: United States Information

Agency.

ACTION: Republication of Notice of

Systems of Records.

SUMMARY: This document republishes in

full the United States Information

Agency’s Systems of Records

maintained under the Privacy Act of

1974 (5 U.S.C. 552a), as amended. It will

update and replace the United States

Information Agency section in the

Federal Register’s Privacy Act

Issuances, 1995 Compilation.

This update and replacement was

made necessary by changes during the

United States information Agency’s

reorganization and realignment of

functions and responsibilities within

the Agency.

DATES: Effective date: Unless otherwise

noted in the Federal Register, this

notice shall become final on April 16,

1997. Persons wishing to comment on

the newly published systems may do so

by April 7, 1997.

ADDRESSES: Send comments to Les Jin,

General Counsel, USIA, 301 4th Street,

SW, Washington, DC 20547.

FOR FURTHER INFORMATION CONTACT:

Lola Secora, Chief, FOIA/Privacy Act

Unit, Office of the General Counsel,

USIA, 301 4th Street, SW, Washington,

DC 20547.

United States Information Agency

Narrative Statement: The United

States Information Agency (USIA) is

republishing its entire systems of

records in order to update and replace

the 1990 compilation. This update is

necessary because of USIA’s

reorganization and realignment of

functions.

The authority for maintaining these

systems is the Privacy Act of 1974, as

amended, 5 U.S.C. 552a.

It is hoped that the reprinting of

USIA’s systems of records will better

enable individuals to determine if there

may be records about them maintained

by the Agency. Additionally, the

reprinting of the Agency’s systems

notices has reemphasized to Agency

personnel the importance of protecting

and regulating the collection,

maintenance, use and dissemination of

personal information.

There have been no routine uses

added or subtracted to this

republication of USIA’s systems notices.

OMB clearance is pending; the

‘‘Republication of Notice of Systems of

Records’’ was submitted to OMB on

November 7, 1996. The new systems

notices will be published 40 days from

that date.

SUPPLEMENTARY INFORMATION: The

Privacy Act of 1974, as amended, is a

Federal law, only. It requires Federal

agencies to limit the manner in which

they collect, use and disclose

information about individuals, but only

if they are American citizens or resident

aliens. The Privacy Act provides that,

upon request, an individual has the

right to access any record maintained on

her/him in an agency’s files. The

Privacy Act requires each agency to

publish in the Federal Register the

existence and character of each system

of records it maintains and the routine

uses of the records contained in each

system, so that an individual may be

able to more easily find those files

within an agency where records about

them may be located.

Table of Contents

USIA–1. IBB Director’s Executive Secretariat

Files—B.

USIA–2. Contract Talent Vendor Files—B/

PA.

USIA–3. Employee Personnel Files—B/PA.

USIA–4. Congressional Liaison—CL.

USIA–5. Director’s Secretariat Staff Files—D/

SS.

USIA–6. Educational and Cultural Exchange

Program—E.

USIA–7. Office of Arts America—E/D.

USIA–8. Cultural Property Advisory

Committee—E/ZC.

USIA–9. Employee Statements of Financial

Interest and Confidential Statements of

Employment and Financial Interest—GC.

USIA–10. Legal Files—GC.

USIA–11. Recruitment Records—GC.

USIA–12. Privacy and Freedom of

Information Acts Files—GC/FOI.

USIA–13. Service Contributors—I/G.

USIA–14. Speaker Databank/Name—I/T.

USIA–15. Electronic Media Photographer—I/

TEM.

USIA–16. Employee Parking USIA-M/A.

USIA–17. Mailing Lists—M/ADM.

USIA–18. Official Travel Records—M/ADT.

USIA–19. Salary Computation Records—M/

CB.

USIA–20. Employee Payroll and Retirement

System—M/CF.

USIA–21. Records on Shipment of Effects,

Unaccompanied Baggage and

Automobiles—M/CF.

USIA–22. Travel Authorization Obligation

File—M/CF.

USIA–23. Recruitment Records—M/HR.

USIA–24. Employment Requests—M/HRF

and M/HRCO.

USIA–25. Employee Master Personnel

Records—M/HRCS.

USIA–26. Foreign Service Location File—M/

HRF.

USIA–27. Foreign Service Selection Board

Files—M/HRF.

USIA–28. Career Counseling Records—M/

HRF.

USIA–29. Officer/Specialist Assignment

Requests—M/HRF.

USIA–30. Advisory, Referral and Counseling

Records—M/HRL.

USIA–31. Employee Grievance Files—M/

HRL.

USIA–32. Incentive Awards File—M/HRL.

USIA–33. Retirement and Insurance

Records—M/HRL.

USIA–34. Senior Officer Files—M/HRL.

USIA–35. Solicitation Mailing List

Application—M/K.

USIA–36. U.S. Information Agency (USIA)

Procurement Personnel Information

System—M/K.

USIA–37. Employee Training Files—M/PT.

USIA–38. Personnel Security and Integrity

Records—M/S.

USIA–39. Security Identification Cards and

Automated Access Control Files—M/S.

USIA–40. Locator Cards—M/TN.

USIA–41. Office of Civil Rights Complaint

Files—OCR.

USIA–42. Office of Civil Rights General

Files—OCR.

USIA–43. Minority Group Data—OCR.

USIA–44. Senior Officer and Prominent

Employee Informaiton—PL/USIA.

USIA–45. Office of Research—R.

USIA–46. Americans Residing in Foreign

Countries—USIA.

USIA–47. Overseas Personnel Files and

Records—USIA.

Appendix I—Prefatory Statement of General

Routine Uses.

USIA–1

SYSTEM NAME:

IBB Director’s Executive Secretariat

Files—B.

SYSTEM LOCATION:

International Broadcasting (IBB)

Bureau Director’s Office, Executive

Secretariat, 330 Independence Avenue,

SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Members of the White House Staff,

Members of Congress and their staff,

heads of other executive agencies of the

Federal government and members of the

general public.

CATEGORIES OF RECORDS IN THE SYSTEM:

Correspondence addressed to the

Director of IBB, as well as the Director

of USIA, and copies of responses to

requests for reports, information and/or

assistance of various kinds prepared by

the IBB Director of designated

representative.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Federal Records Act of 1950, as

amended, 44 U.S.C. 3101–3167; Records

Disposal Act of 1943, as amended, 44

U.S.C. 3301–3314.
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10635

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Reference file to provide oversight of

the flow of requests of the IBB Director

for reports on programming

effectiveness of IBB broadcasts,

information and/or assistance of various

kinds, and to monitor the

accomplishment of responses to such

requests.

Also see Prefatory Statement of

General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

IBB and the USIA as may be required in

the performance of their official duties.

The information may also be released

to other government agencies who have

statutory or other lawful authority to

maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Records are stored in a computer

maintained by and located within the

IBB Secretariat and maintained as paper

records in file folders in the Secretariat.

RETRIEVABILITY:

Records are cross-indexed by

individual name, organization, subject

file and by computer reference number.

SAFEGUARDS:

Computer records are accessible only

to authorized employees of the IBB

Director’s staff. Paper records are kept in

locked file cabinets which are contained

in a secure area.

RETENTION AND DISPOSAL:

Records are maintained indefinitely.

SYSTEM MANAGER(S) AND ADDRESS:

Supervisory Staff Analyst, Executive

Secretariat, IBB, USIA, 330

Independence Avenue, SW,

Washington, DC 20547.

NOTIFICATION PROCEDURE:

Executive Secretariat, IBB, USIA, 330

Independence Avenue, SW,

Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned.

RECORD SOURCE CATEGORIES:

Unsolicited correspondence from U.S.

Government officials and members of

the general public addressed to the

Director of the VOA of the Director of

the USIA concerning VOA.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Certain records contained within this

system of records may be exempted

from 5 U.S.C. 552a (c)(3), (d), (e)(1),

(e)(4), (g), (h) and (f). See 22 CFR 505.15.

USIA–2

SYSTEM NAME:

Contract Talent Vendor Files—B/PA.

SYSTEM LOCATION:

International Broadcasting Bureau

(IBB), United States Information Agency

(USIA), Cohen Building, 330

Independence Avenue, SW,

Washington, DC 20547. IBB, USIA,

Switzer Building, 330 C Street, SW,

Washington, DC 20547.

SECURITY CLASSIFICATION:

Individual documents up to

Confidential.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

All contract talent vendors who

perform free-lance services for the

International Broadcasting Bureau (IBB).

CATEGORIES OF RECORDS IN THE SYSTEM:

Records and information pertaining to

the testing and qualification of vendors;

security clearance applications and

approvals; copies of contracts, and

detailed record of services performed by

vendors and payments made by IBB for

these services.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Public Law 80–402; United States

Information and Educational Exchange

Act of 1948, as amended.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Provide necessary reference

information for use by IBB

administrative offices in meeting their

daily responsibilities of advising on and

coordinating programming and fiscal

activities relating to contracting in freelance talent vendors.

Also see Prefatory Statement of

General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Information is retained in document

form in file folders and in automated

data base system.

RETRIEVABILITY:

Document and computer files are

indexed by vendor’s name.

SAFEGUARDS:

Document files are locked in securityapproved file cabinets. Computer

records require appropriate password to

gain access. General access to files is

permitted only to administrative staffs

and other top management officials

having a need to know such information

in the normal performance of their

duties.

RETENTION AND DISPOSAL:

Files are retained for three to four

years after last date of services rendered

by vendor, after which time files are

then destroyed in accordance with

established USIA records disposition

procedures.

SYSTEM MANAGER(S) AND ADDRESS:

Director of Administration,

International Broadcasting Bureau (IBB),

USIA, Cohen Building, 330

Independence Avenue, SW,

Washington, DC 20547.

NOTIFICATION PROCEDURE:

Director of Administration,

International Broadcasting Bureau (IBB),

USIA, 301 4th Street, SW, Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appeal in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Information is received from vendor

(application forms); from USIA Security

Office (approval of security clearance
10636 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

request); from documents generated

through the normal process of using a

vendor and making payments for

services rendered (purchase orders and

payment records).

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–3

SYSTEM NAME:

Employee Personnel Files—B/PA.

SYSTEM LOCATION:

International Broadcasting Bureau

(IBBB), United States Information

Agency (USIA), Cohen Building, 330

Independence Avenue, SW.,

Washington DC. 20547.

SECURITY CLASSIFICATION:

Individual documents up to

Confidential.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

International Broadcasting Bureau

(IBB) domestic employees and overseas

American employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records and information pertaining to

the testing, recruitment and

appointment of employees (application

forms, fiscal documents covering related

expenses); records concerning postappointment changes in employee

skills, qualifications, and experience;

copies of SF–50 ‘‘Notice of Personnel

Action’’ and payroll change slips.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Public Law 80–402, United States

Information and Exchange Act of 1948,

as amended.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USERS:

Files maintained for convenience due

to physical separation from Personnel

Office; provide necessary background/

reference information for use by IBB

Administrative Offices in meeting their

daily responsibilities of advising on and

coordinating programming, personnel

and fiscal activities relating to

recruitment, hiring and employment of

staff employees. Also see Prefatory

Statement of General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

All information is retained in

document form in file folders and is

retained electronically.

RETRIEVABILITY:

Files are indexed alphabetically by

employee name.

SAFEGUARDS:

All files are locked in securityapproved file cabinets, automated

systems require appropriate security

procedures for access. Access to files is

permitted only to administrative staffs

and other top management officials

having a need to know such information

in the normal performance of their

duties.

RETENTION AND DISPOSAL:

Files may be retained for up to two

years then destroyed in accordance with

established USIA records disposal

procedures. Copies of documents for

which originals exist in Office of

Personnel Folders and which are

removed from official personnel folders

when an employee resigns, are also

removed from administrative files and

destroyed.

SYSTEM MANAGER(S) AND ADDRESS:

Director of Personnel, International

Broadcasting Bureau (IBB), United

States Information Agency (USIA),

Cohen Building, 330 Independence

Avenue, SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:

Director of Personnel, International

Broadcasting Bureau (IBB), United

States Information Agency (USIA),

Cohen Building, 330 Independence

Avenue, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR Part 505.

RECORD SOURCE CATEGORIES:

Information is received from

employees (application forms); from

employees’ supervisors (employees’

experience, performance, and

recommendations for promotions, etc.);

from organizational personnel and fiscal

elements (SF 50 personnel actions,

payroll change clips, etc.).

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–4

SYSTEM NAME:

Congressional Liaison—CL.

SYSTEM LOCATION:

Office of Congressional Liaison,

United States Information Agency

(USIA), 301 4th Street, SW, Washington,

DC 20547.

SECURITY CLASSIFICATION:

None for the system. However,

portions of the records are classified at

the level of confidential and secret.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Current and former Members of

Congress and their staffs.

CATEGORIES OF RECORDS IN THE SYSTEM:

Incoming and outgoing

correspondence to Members of

Congress, including requests for

information and referral of job

applicants by Members. Also included

are Agency records, cables and

memorandums dealing with individual

Members and congressional staff and

their involvement in Agency programs.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Federal Records Act of 1950, as

amended, 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Reference file for oversight of

Congressional reports. Also see

Prefatory Statement of General Routine

Uses. Information is made available on

a need-to-know basis to personnel of the

U.S. Information Agency, but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders and data

base storage in mainframe computer

system.

RETRIEVABILITY:

Indexed alphabetically by individual

name.

SAFEGUARDS:

Maintained in bar-lock file cabinets

and data base access is password
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10637

controlled at several levels of access by

authorized personnel as determined by

the Director of USIA.

RETENTION AND DISPOSAL:

Records are kept in active status as

long as the individual is a Member of

Congress or the files are of active

interest. Thereafter, the records become

inactive but are still maintained.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Congressional Liaison,

USIA, 301 4th Street, SW, Washington

DC 20547.

NOTIFICATION PROCEDURE:

Director, Congressional Liaison,

USIA, 301 4th Street, SW, Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/PA Unit,

Office of General Counsel, USIA, 301

4th Street, SW, Washington, DC 20547.

To request another individual’s file,

the requester must have a notarized

signed statement from the individual to

whom the file pertains.

CONTESTING RECORD CATEGORIES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appeal in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Communications from Members of

Congress and copies of responses

generated by various Agency personnel.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–5

SYSTEM NAME:

Director’s Secretariat Staff Files—

D/SS.

SYSTEM LOCATION:

Executive Secretariat, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

Some documents may be classified

confidential, secret and top secret.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Members of the White House Staff,

Members of Congress, heads of other

executive agencies of the Federal

Government, Federal Judges and

members of the general public.

CATEGORIES OF RECORDS IN THE SYSTEM:

Correspondence addressed to the

Director of USIA, and copies of

responses to requests for reports,

information and/or assistance of various

kinds prepared by the Director or her/

his designated representative.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Federal Records Act of 1950, as

amended, 44 U.S.C. 3101–3107; Records

Disposal Act of 1943, as amended. 4

U.S.C. 3301–3314.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Reference file to provide oversight of

the flow of requests to the USIA Director

for reports, information and/or

assistance of various kinds’ and to

monitor the accomplishment of

responses to such requests. Also see

Prefatory Statement of General Routine

Uses. Information is made available on

a need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties. The

information may also be released to

other government agencies who have

statutory or other lawful authority to

maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Records are stored in a computer

maintained by and located within the

USIA and maintained as paper records

in file folders in USIA.

RETRIEVABILITY:

Records are cross-indexed by

individual names, titles, agencies and

by computer reference number.

SAFEGUARDS:

Computer records are accessible only

to authorized employees of the USIA or

the Department of State. Paper records

are kept in locked file cabinets.

RETENTION AND DISPOSAL:

Records are maintained indefinitely.

SYSTEM MANAGER(S) AND ADDRESS:

Executive Secretary, USIA, 301 4th

Street, SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:

Executive Secretary, USIA, 301 4th

Street, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to the Director, FOIA/Privacy

Act Unit, Office of the General Counsel,

USIA, 301 4th Street, SW, Washington,

DC 20547.

To request another individual’s file,

the requester must have a notarized

signed statement from the individual to

whom the file pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Unsolicited correspondence from U.S.

Government officials and members of

the general public addressed to the

Director, USIA.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Certain records contained within this

system of records may be exempted

from 5 U.S.C. 522a (c)(3), (d), (e)(1),

(e)(4) (G), (H) and (f). See 22 CFR, Ch.

V, § 505.15.

USIA–6

SYSTEM NAME:

Educational and Cultural Exchange

Program—E.

SYSTEM LOCATION:

Bureau of Educational and Cultural

Affairs, United States Information

Agency (USIA), 301 4th Street, SW,

Washington, DC 20547.

SECURITY CLASSIFICATION:

Confidential.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Applicants, recipients, and

prospective recipients of Educational

and Cultural Exchange grants; members

of the J. William Fulbright Foreign

Scholarship Board: American Executive

Secretaries of Fulbright Foundations

and Commissions; individuals who may

be asked to participate in educational

advising workshops.

CATEGORIES OF RECORDS IN THE SYSTEM:

Biographic information; project

descriptions; evaluations of the

performances of former grantees;

evaluations of performing artists who

may be potential grantees; copies of

press releases; news clippings;

information related to the grant; related

correspondence; academic transcripts;

letters of reference.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Mutual Educational and Cultural

Exchange Act of 1961; 22 U.S.C. 2451–

58; 22 U.S.C. 2054–57; 22 U.S.C. 1431.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSE OF SUCH USES:

The primary function of the

Educational and Cultural Exchange

Program records is the aiding in the

selection of individuals for educational

and cultural exchange grants and for the

administration of such grants.
10638 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

Information from these records is also

used to develop statistics for use in the

operation of the exchange program. The

principal users of this information

outside USIA are: Office of Personnel

Management; Congress; the news media;

relative of the grantee trying to reach the

individual for bona fide personal

reasons; the grantee. In connection with

the selection process, information may

be released to Binational Commissions;

the J. William Fulbright Foreign

Scholarship Board; foreign host

institutions; contract agencies.

Fulbright-Hays alumni names and

addresses may be made available to

American institutions, organizations or

individuals assisting in the organizing

and functioning of an association of

alumni of the exchange program.

Excerpts from the files may be used by

non-governmental panels of experts in

rating candidates. This information may

also be released to other government

agencies having statutory or other

lawful authority to maintain such

information.

Also see Prefatory Statement of

General Routine Uses.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETRIEVING,

ACCESSING, RETAINING, AND DISPOSING OF

RECORDS IN THE SYSTEM:

STORAGE:

Hard copy; magnetic computer media.

RETRIEVABILITY:

By name of the individual.

SAFEGUARDS:

Records are maintained in secured file

cabinets or in restricted areas, access to

which is limited to authorized

personnel.

RETENTION AND DISPOSAL:

Retention of these records varies from

3 years to an indefinite period of time,

depending upon the specific kind of

record involved. Records of nonrecommended candidates are only

maintained for up to 12 months after

submission of the application. They are

retired or destroyed in accordance with

published schedules of the USIA.

SYSTEM MANAGER(S) AND ADDRESS:

Associate Director, Bureau of

Educational and Cultural Affairs, USIA,

301 4th Street, SW, Washington, DC

20547.

NOTIFICATION PROCEDURE:

Associate Director, Bureau of

Educational and Cultural Affairs, USIA,

301 4th Street, SW, Washington, DC

20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, Office of the General Counsel,

USIA, 301 4th Street, SW, Washington,

DC 20547. To request another

individual’s file, the requester must

have a notarized signed statement from

the individual to whom the file pertains.

CONTESTING RECORDS PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

The individual public reference; other

offices within the other government

agencies; other public and professional

institutions possessing relevant

information.

EXEMPTION CLAIMED FOR THE SYSTEM:

Certain records contained within this

system of records are exempted from 5

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

(H), (I), and (F).

USIA–7

SYSTEM NAME:

Office of Arts America—E/D.

SYSTEM LOCATION:

Office of Arts America, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Individuals who have traveled at U.S.

Government expense under USIA

Private Sector grants in the performance

of grant requirements and biographic

information on individuals nominated

for the Agency’s Artistic Ambassador

Program from eligible graduate music

schools and conservatories in the

United States.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name, position, organizational

affiliation, grantee organization, grant

number, date, destination, purpose of

travel; biographic data where nominee

will perform, nominee’s repertoire, past

concerts and performances, address,

telephone number, education, date and

place of birth and citizenship.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

The information relating to American

Travelers in this system will be used to

compile an annual report for the

Speaker of the House of Representatives

and the Chairman of the Senate Foreign

Relations Committee as required by Pub.

L. 98–164. This file has no other use.

Users of this file will be employees of

the USIA Office of Arts America having

a need to access the information.

The Artistic Ambassador Program file

will be used by employees of the USIA

Office of Arts America in performance

of their duties and by judges to record

information on the technical and artistic

ability of the artist, which information

is ultimately used in selecting winners

of competition.

Also see Prefatory Statement of

General Routine Uses.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Information will be maintained in a

word processor on list processing with

limited access and in file folders under

individual names.

RETRIEVABILITY:

records are retrieved by name and

organizational affiliation.

SAFEGUARDS:

Records of American travelers are

maintained on a word processor located

in the USIA Office of Arts America and

are password protected so that the file

can only be accessed by employees

having a need to obtain information

which is available only in the file.

RETENTION AND DISPOSAL:

Files will be retained for a minimum

of 5 years but no longer than 7 years, at

which time they will be disposed of in

accordance with the USIA Disposition

Schedule.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Arts America (E/D),

USIA, 301 4th Street, SW, Washington,

DC 20547.

NOTIFICATION PROCEDURE:

Director, Office of Arts American,

E/D, USIA, 301 4th Street, SW,

Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, Office of the General Counsel,

USIA, 301 4th Street, SW, Washington,

DC 20547.

To request another individual’s file,

the requester must have a notarized

signed statement from the individual to

whom the file pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10639

determinations by the individual

concerned appear in CFR part 505.

RECORD SOURCE CATEGORIES:

Information obtained from grantee

organizations and individual grantee.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–8

SYSTEM NAME:

Cultural Property Advisory

Committee—E/ZC.

SYSTEM LOCATION:

Cultural Property Advisory

Committee, United States Information

Agency (USIA), 301 4th Street, SW,

Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Current and former members of the

Cultural Property Advisory Committee.

The Committee is comprised of experts

in the international sale of cultural

property; experts in archaeology,

anthropology, ethnology or related

fields; representatives of museums; and

representatives of the general public.

They are private citizens appointed by

the President to three year terms.

CATEGORIES OF RECORDS IN THE SYSTEM:

Personnel, correspondence, travel.

Incorporated therein are curriculum

vitae, correspondence between staff and

members of the Committee, travel and

other documents generated during the

members’ service on the Committee.

Some documents are duplicated by

other agency elements, some are not.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Federal Records Act of 1950, as

amended, 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

The information relating to

Committee members in this system is

used by the Committee staff. Also

records may be used, on a need-to-know

basis, by USIA’s administrative,

personnel and security offices; and, by

the Director of USIA who may wish to

make recommendations to White House

Personnel regarding appointments to the

Committee.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM.

STORAGE:

Information is stored in file folders

under individuals’ names.

RETRIEVABILITY:

Records are indexed alphabetically by

individual name under three separate

categories: personnel; correspondence;

and travel.

SAFEGUARDS:

Records are maintained in bar-lock

file cabinets.

RETENTION AND DISPOSAL:

Records are kept in active status as

long as the Committee member serves.

Thereafter, the records become inactive

but are maintained until they are

disposed of in accordance with the

USIA disposition schedules.

SYSTEM MANAGER(S) AND ADDRESS:

Executive Director, Cultural Property

Advisory Committee (E/PAC); USIA,

301 4th Street, SW, Washington, DC

20547.

NOTIFICATION PROCEDURE:

Executive Director, Cultural Property

Advisory Committee (E/ZC); USIA, 301

4th Street, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, Office of the General Counsel,

USIA, 301 4th Street, SW, Washington,

DC 20547.

To request another individual’s file

the requester must have a notarized

signed statement from the individual to

whom the file pertains.

CONTESTING RECORD PROCEDURE:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Some information is obtained from

individual Committee members, some is

staff/Agency generated, and some is

obtained from the White House.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–9

SYSTEM NAME:

Employee Statements of Financial

Interest and Confidential Statements of

Employment and Financial Interest—

GC.

SYSTEM LOCATION:

Office of the General Counsel, United

States Information Agency (USIA), 301

4th Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None for the system. However, some

documents may be classified

confidential.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Experts or consultants, employees,

paid at the Executive Schedule level;

employees classified at GS–13, and the

Foreign Service equivalent or above,

who are in positions of responsibility

for a government decision or taking a

government action in regard to: (1)

Contracting or procurement; (2)

administering or monitoring grants or

subsidies; (3) regulating or auditing

private or other non-Federal enterprise;

(4) required to report employment and

financial interest in order to avoid

possible conflicts of interest.

CATEGORIES OF RECORDS IN THE SYSTEM:

Statements of personal and family

shareholdings and other interest in

business enterprises; copies of blind

trust and other agreements pertaining to

such interests; correspondence as to

insulation of control of conflicts of

interests; opinions of counsel, including

recommendations on waivers.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Executive Order (E.O.) 11222; 5 U.S.C.

7301; 18 U.S.C. 208; Ethics in

Government Act of 1948, as amended.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Review by Assistant General Counsel

for possible conflict of interest. Provide

necessary reference information should

allegations of conflicts of interest arise.

Also see Prefatory Statement of General

Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in

performance of their official duties.

Information in Confidential

Statements of Employment and

Financial Interest is not normally made

available to individuals or agencies

outside USIA, but records may be

released to other government agencies

who have statutory or other lawful

authority to maintain such information.

Information in Statements of Financial

Interest is generally subject to public

disclosure.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders.

RETRIEVABILITY:

Alphabetically by name and by

Agency element or geographic area.
10640 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

SAFEGUARDS:

Maintained in bar-lock cabinets.

RETENTION AND DISPOSAL:

Disposed of six years after employee

leaves a position in which a statement

is required.

SYSTEM MANAGER(S) AND ADDRESS:

General Counsel, USIA, 301 4th

Street, SW, Washington, DC 02547.

NOTIFICATION OF PROCEDURE:

General Counsel, USIA, 301 4th

Street, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, Office of the General Counsel,

USIA, 301 4th Street, SW, Washington,

DC 20547.

To request another individual’s

Confidential Statement, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

From the individual who filed the

statement.

EXEMPTIONS CLAIMED BY THE SYSTEM:

Not applicable.

USIA–10

SYSTEM NAME:

Legal Files—GC.

SYSTEM LOCATION:

United States Information Agency

(USIA), Office of the General Counsel,

301 4th Street, SW, Washington, DC

20547.

SECURITY CLASSIFICATION:

None for the system. However, some

documents may be classified

confidential.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Individuals who have filed grievances

or discrimination complaints;

employees separated or considered for

separation for cause; officers selected

out; individuals taking legal action

against the Agency or its employees; tort

claimants and accident victims;

employees and related persons for

whom legislative action is sought;

personal property loss claimants;

employees and applicants raising legal

issues concerning rights or benefits.

CATEGORIES OF RECORDS IN THE SYSTEM:

Investigatory reports; litigation

reports; pre-hearing and trial prefatory

material; evidence for discovery and

submission to hearing officers or courts;

pleadings, briefs, transcripts, decisions

and other related documents.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Federal Records Act, as amended,

44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

To represent the Agency in claims

and other actions; to issue legal

opinions or determinations on further

Agency action. Also see Prefatory

Statement of General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

The principal users of this

information outside the Agency are the

Department of Justice, Department of

State, Office of Personnel Management,

Foreign Service Grievance Board and

the Employee Management Relations

Committee.

Records contained in these files may

be released to agencies outside the USIA

who have statutory or other lawful

authority to maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders.

RETRIEVABILITY:

By the name of the individual and the

nature of the legal action.

SAFEGUARDS:

Maintained in locked file cabinets.

RETENTION AND DISPOSAL:

Records may be retained indefinitely

or disposed of when no longer useful or

current.

SYSTEM MANAGER(S) AND ADDRESS:

General Counsel, USIA, 301 4th

Street, SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:

General Counsel, USIA, 301 4th

Street, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, Office of the General Counsel,

USIA, 301 4th Street, SW, Washington,

DC 20547.

To request another individual’s

Confidential Statement, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Information provided by the

individual and their attorneys or

representatives, and by employees of the

Agency; information produced in the

processing of a claim, grievance, legal

action or issue.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Pursuant to 5 U.S.C. 552 a(k)(2) and

(k)(5), all investigatory material in the

record which meets the criteria of these

subsections is exempted from the

notice, access and contest requirements

(under 5 U.S.C. 552a (c)(3), (d)(e)(1),

(e)(4) (G), (H) and (I) and (f) of the

Agency regulations) in order for the

Agency’s legal staff to properly perform

its functions. See also 22 CFR 505.15.

USIA–11

SYSTEM NAME:

Recruitment Records—GC.

SYSTEM LOCATION:

Office of the General Counsel, United

States Information Agency (USIA), 301

4th Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Applicants for legal and summer

intern positions.

CATEGORIES OF RECORDS IN THE SYSTEM:

Inquiries from attorneys and law

students seeking employment with the

Office of the General Counsel, resumes

and responses to inquiries.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Federal Records Act of 1950, as

amended, 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSE OF SUCH USES:

For reference and screening of

candidates for vacancies on the

Agency’s legal staff.

Also see Prefatory Statement of

General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

Agency, as may be required in the

performance of their official duties.

Information in these records is not

normally made available to individuals
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10641

or agencies outside the USIA, although

it may be released to other agencies who

have statutory or other lawful authority

to maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in the file folders.

RETRIEVABILITY:

Filed alphabetically by name.

SAFEGUARDS:

Maintained in locked file cabinets.

RETENTION AND DISPOSAL:

Records may be retained indefinitely

or disposed of when no longer useful or

current.

SYSTEM MANAGER(S) AND ADDRESS:

Office of the General Counsel, USIA,

301 4th Street, SW, Washington, DC

20547.

NOTIFICATION PROCEDURE:

Office of the General Counsel, USIA,

301 4th Street, SW, Washington, DC

20547.

RECORD ACCESS PROCEDURES:

Requests from individuals should be

addressed to the Chief, FOIA/Privacy

Act Unit, USIA, 301 4th Street, SW,

Washington, DC 20547.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Unsolicited inquiries and job

applications received from individuals

who are seeking employment with

USIA’s legal staff.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–12

SYSTEM NAME:

Privacy and Freedom of Information

Acts Files—GC/FOI.

SYSTEM LOCATION:

Office of the General Counsel, FOIA/

PA Unit, United States Information

Agency (USIA), 301 4th Street, SW,

Washington, DC 20547.

SECURITY CLASSIFICATION:

Some documents may be classified

Confidential, Secret and Top Secret.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Individuals who have requested

documents, records or other information

concerning themselves from the Agency

pursuant to the Privacy Act of 1974 (5

U.S.C. 552a) and the Freedom of

Information Act (5 U.S.C. 552).

CATEGORIES OF RECORDS IN THE SYSTEM:

Personal information that may be

contained in reports, memoranda,

letters, or any other official or unofficial

documents that are relevant to the

requests.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 552a and 5 U.S.C. 552.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OR USERS AND

THE PURPOSES OF SUCH USES:

For processing of requests received

pursuant to the Privacy Act and the

Freedom of Information Act.

Also see Prefatory Statement of

General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders and

electronically.

RETRIEVABLILTY:

By name of individual or personal

identifier.

SAFEGUARDS:

Records are under surveillance by

authorized employees during working

hours and are stored in combinationlock cabinets and combination-lock file

rooms when not in use.

RETENTION AND DISPOSAL:

Retired and destroyed in accordance

with record disposition schedules of the

USIA.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, FOIA/Privacy Act Unit, Office

of the General Counsel, USIA, 301 4th

Street, SW, Washington, DC 20547.

NOTIFICATION PROCEDURES:

Chief, FOIA/Privacy Act Unit, Office

of General Counsel, USIA, 301 4th

Street, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individual should be

addressed to: Chief, FOIA/Privacy Act

Unit, Office of the General Counsel,

USIA, 301 4th Street, SW, Washington,

DC 20547. To request another

individual’s file the requester must have

a notarized signed statement from the

individual to whom the file pertains.

CONTESTING RECORD PROCEDURES:

The right to contest records is limited

to information which is incomplete,

irrelevant, incorrect or untimely. An

individual may contact the following

official in order to request correction of

or amendment to the individual’s

records: Chief, FOIA/Privacy Act Unit,

Office of General Counsel, USIA, 301

4th Street, SW, Washington, DC 20547.

RECORD SOURCE CATEGORIES:

Compiled as a result of requests under

the Privacy Act and the Freedom of

Information Act.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Certain records contained within the

system of records may be exempted

from 5 U.S.C. 552a (c)(3), (d), (e)(1),

(c)(4) (G), (H), (I) and (f). See 22 CFR

505.15.

USIA–13

SYSTEM NAME:

Service Contributors—I/G.

SYSTEM LOCATION:

U.S. Information Agency (USIA), 301

4th Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Free-lance writers and translators who

are available to USIA on an intermittent,

fixed-fee basis to perform services for

the Agency and authors of newspaper

and magazine articles.

CATEGORIES OF RECORDS IN THE SYSTEM:

Copies of purchase orders issued to

contributors; addresses, phone numbers,

specialities of contributors; data on

number of time contributors have been

used and fees paid for services.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM

IAPR–191.103 issued under authority

of 5 U.S.C., Chap. 3 and Federal

Property and Administrative Services

Act of 1949 (Pub.L. 152, 81st Congress),

as amended.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Reference material used to select

writers, as required, to provide coverage

of newsworthy events, such as

interviews, with foreign visitors and
10642 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

students, and coverage of conferences;

used to check on completion of

assignment before payment for services

is approved; for office reference in

identifying articles, locating authors.

Information is made available on a

need-to-know basis to personnel of

USIA as may be required in the

performance of their official duties.

Information in these files is not

normally available to individuals or

agencies outside the Agency, but

records may be released to other

government agencies who have statutory

or other lawful authority to maintain

such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Purchase order paper records in file

folders.

RETRIEVABILITY:

By name and geographic location of

the contribution; author files

maintained alphabetically by name.

SAFEGUARDS:

Maintained in locked file cabinets.

RETENTION AND DISPOSAL:

Purchase orders retained for two years

and then destroyed. Names, addresses

and phone numbers retained until

contributor is no longer available.

SYSTEM MANAGER(S) AND ADDRESS:

Executive Office, Press and

Publications Services, USIA, 301 4th

Street, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Referrals by city editors of local

newspapers; other free-lance

contributors; data on authors obtained

from the newspaper or magazine article

in which the original article appeared,

from the author directly or from

standard references such as ‘‘Who’s

Who’’ and ‘‘Editor and Publisher.’’

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–14

SYSTEM NAME:

Speaker Databank/Name—I/T.

SYSTEM LOCATION:

Office of Thematic Programs, United

States Information Agency (USIA), 301

4th Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUAL COVERED BY THE

SYSTEM:

American specialists and experts in a

variety of fields who have participated

or been considered for participation in

the Speaker/Specialist Programs.

CATEGORIES OF RECORDS IN THE SYSTEM:

A typical file contains the following

information on or about speakers and

prospective speakers in the Speaker/

Specialist Program administered by

USIA: Biographic data including

education and professional experience,

countries visited, travel dates, Grant

Authorization number and type, cost,

fiscal year, correspondence between the

speaker and I/T, and communications

between the Agency and its overseas

posts regarding the speaker’s

participation in the program.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Executive Order 11034, as amended.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Speakers Databank is maintained as a

historical record of the Speaker/

Specialist Program. Both the Speaker

Databank and the files are used

routinely by program development

officers, program assistants and clerical

personnel in the daily conduct of the

Speaker/Specialist Program. They are

occasionally consulted by other Agency

personnel for such purposes as

preparing advance publicity on speakers

who will lecture abroad under USIA

auspices.

Also see Prefatory Statement of

General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

The Speaker Databank is maintained

on a personal computer. The files are

stored in individual folders by name

and consist of the types of information

specified under ‘‘Categores of Records.’’

RETRIEVABILITY:

Information can be retrieved from the

Speaker Databank as needed. File

folders are indexed alphabetically by

name.

SAFEGUARDS:

The files are kept in locked file

cabinets, and when open during office

hours are always tended by one or more

employees. Only appropriate personnel

are allowed to consult these files

routinely. Other Agency personnel

interested are allowed to consult them

only for legitimate speaker recruitment

activities. U.S. Government personnel

other than USIA very rarely seek access

to these files. When then do, they are

asked to produce specific identification

and justification.

RETENTION AND DISPOSAL:

These records are normally

maintained for approximately three

years. Afterward, they are retired to the

USIA archives for a period of from 5–

7 years.

SYSTEM MANAGER(S) AND ADDRESS:

Associate Director for programs,

USIA, 301 4th Street, SW, Washington,

DC 20547.

NOTIFICATION PROCEDURE:

Associate Director for Programs,

USIA, 301 4th Street, SW, Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Without significant exceptions, the

information on individuals maintained

in these files has come from the

individual concerned or, occasionally,

from others at the request of that

individual.
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10643

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–15

SYSTEM NAME:

Electronic Media Photographer—I/

TEM.

SYSTEM LOCATION:

Press and Publications Service,

United States Information Agency

(USIA), 301 4th Street, SW, Washington,

DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Free-lance photographers and picture

agents.

CATEGORIES OF RECORDS IN THE SYSTEM:

Personal data on free-lance

photographers and picture agents such

as name, address, telephone number,

prices charged for products and

services, specialities, availability of

rights, evaluations of previous USIA

assignments and purchases.

AUTHORITY FOR MAINTANCE OF THE SYSTEM:

Federal Records Act of 1950, as

amended, 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

To select photographers for specific

assignments; to acquire existing

pictures; for general photo research—all

for use in the Agency’s overseas

information program. Also see Prefactor

Statement of General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA but records may be released to

other government agencies who have

statutory or other lawful authority to

maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Card file and paper records in file

folders.

RETRIEVABILITY

Indexed alphabetically by individual

name.

SAFEGUARDS:

Maintained in desk drawers and

locked file cabinets.

RETENTION AND DISPOSAL:

Records are maintained indefinitely.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Press and publications

Service, USIA 301 4th Street, SW,

Washington, DC 20547.

NOTIFICATION PROCEDURE:

Director, Press and Publications

Service, USIA, 301 4ht Street, SW,

Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Request from individuals should be

addresses to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

From the individual’s concerned;

from publications; photo agencies, and

photographer associations.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–16

SYSTEM NAME:

Employee Parking USIA—M/A.

SYSTEM LOCATION:

Office of Administration, Bureau of

Management, United States Information

Agency (USIA), 301 4th Street, SW,

Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Agency employees assigned USIA

controlled parking spaces; employees

awaiting assignment of vacated parking

spaces.

CATEGORIES OF RECORDS IN THE SYSTEM:

Names, office locations and telephone

number of employees assigned parking

space; participants in carpools; records

on employees with physical handicaps

and doctors or others to contact in case

of emergency; waiting list of employees

desiring assignment of official parking

space.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Code of Federal Regulations (41 CFR

part 101) prescribing regulations

regarding the use of federally controlled

parking spaces.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Assignment of parking space to

Agency executives; to assure fairness in

the assignment of parking space to

employees and to give priority to the

handicapped and to carpools. Also see

Prefatory Statement of General Routine

Uses.

Information is made available on a

need-to-know basis to personnel to the

USIA as may be required in the

performance of their official duties.

The information may also be released

to other government agencies who have

statutory or other lawful authority to

maintain such information.

POLICIES AND PRACTICES AND STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Paper records maintained in file

folders and word processing lists in

mainframe computer system.

RETRIEVABILITY:

By name of the employee.

SAFEGUARDS:

Maintained in bar-lock cabinets and

computer access is password controlled.

RETENTION AND DISPOSAL:

Records destroyed three months after

employee relinquishes assigned parking

space or is separated from the Agency.

GRS–11.4(a).

SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Administration,

United States Information Agency

(USIA), 301 4th Street, SW, Rm. 618,

Washington, DC 20547.

NOTIFICATION PROCEDURE:

Director, Office of Administration,

United States Information Agency

(USIA), 301 4th Street, SW, Rm. 618,

Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURE:

The Agency’s rules for access and for

contesting contents and appealing

initial determination by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Information obtained from

individuals concerned, and responses

generated by various Agency personnel.
10644 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–17

SYSTEM NAME:

Mailing Lists—M/ADM.

SYSTEM LOCATION:

Office of Administration, Mail and

Telephone Branch, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

USIA/USIA domestic and Foreign

Service Officers; radio station managers

and technicians, foreign correspondents;

American and foreign diplomats;

librarians; scholars; Members of

Congress; Information counselors of

other Federal agencies and the military;

officers of international organizations;

American journalists; newspaper and

magazine editors and publishers; public

relations officers; musicians; historians.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records contain name, address,

occupation, title and profession of

individuals who need to have access to,

or have requested information

concerning: Agency publication; news

pictures; reports on current issues and

other reports; messages for overseas

distribution; press releases; USIA

Manual of Operations and

Administration.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Public Law 402.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Mailing lists are used by Agency

elements to distribute printed materials

to Agency personnel who need access to

such information in the performance of

their duties, and to members of the

public listed under Categories of

Individuals Covered by the System as

shown above who have requested such

information or who have a professional

need and interest in acquiring such

information. Also see Prefatory

Statement of General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Computer database.

RETRIEVABILITY:

By code number of the distribution

list and the subject matter of the printed

material, and then by name arranged

alphabetically.

SAFEGUARDS:

Computer Security System.

RETENTION AND DISPOSAL:

Records of database are updated

frequently.

SYSTEM MANAGERS AND ADDRESS:

Chief, Mail and Telephone Branch,

USIA, 301 4th Street, SW, Rm. 146,

Washington, DC 20547.

NOTIFICATION PROCEDURE:

Chief, Mail and Telephone Branch,

USIA, 301 4th Street, SW, Rm. 146,

Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

initial determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

From the individual concerned and

from public documents such as

Congressional and professional

directories and journals.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–18

SYSTEM NAME:

Official Travel Records—M/ADT.

SYSTEM LOCATION:

Office of Administration, Travel and

Transportation Branch, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Past and present USIA employees and

private citizens who have traveled

under Agency auspices.

CATEGORIES OF RECORDS IN THE SYSTEM:

(a) Travel documents and

correspondence relating to shipment

and storage of personal effects and

automobiles; (b) records of active

passports and visa requests from foreign

embassies; and (c) records of temporary

duty travel.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Supplemental Appropriation Act of

1995, Public Law 663, S1331 (82

Congress) (31 U.S.C. 200); section 367,

the Revised Statutes, as amended, Antideficiency Act (31 U.S.C. 665).

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Used by the staff of the Travel and

Transportation Branch: (a) To make

payments for travel services provided.

Agency travelers and the packing and

storage or shipment of their household

effects and automobiles; (b) to obtain

passports and visas for Agency

employees and other Agency travelers;

and (c) to prepare various reports on

Agency travel activities.

Also see Prefatory Statement of

General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Paper records maintained in file

folders in Lektriever storage file, loose

leaf binders, and index cards. Computer

files also maintained for the shipment

and storage of household effects.

RETRIEVABILITY:

Indexed alphabetically by name.

SAFEGUARDS:

Passports and related material as well

as all other classified material are kept

in bar-lock cabinets. Other records are

kept in unlocked files which are under

surveillance of authorized employees

during the working day, and by security

guards after official working hours.

RETENTION AND DISPOSAL:

Temporary duty travel authorizations

are maintained for four years and then

sent to a Federal records center.

Household effects records are
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10645

maintained for approximately seven

years. Passport records are kept for ten

years for Agency employees and five

years for other travelers.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Travel and Transportation

Branch, United States Information

Agency (USIA), 301 4th Street, SW,

Washington, DC 20547.

NOTIFICATION PROCEDURE:

Chief, Travel and Transportation

Branch, United States Information

Agency (USIA), 301 4th Street, SW,

Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURE:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Travel request forms initiated by

various Agency elements, information

regarding personal and household

effects obtained from the traveler and

from carriers, and passport information

received from the Department of State’s

Passport Office.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–19

SYSTEM NAME:

Salary Computation Records—M/CB.

SYSTEM LOCATION:

Office of the Comptroller, United

States Information Agency (USIA), 301

4th Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Persons employed by the Agency

during any past fiscal year and the

current fiscal year.

CATEGORIES OF RECORDS IN THE SYSTEM:

Bi-weekly liquidation abstract data;

staffing patterns.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Executive Order 10477 of August 1,

1953; Executive Order 10822 of May 20,

1953, implementing section 2(s) of the

Reorganization Plan No 8 of 1953;

Budget-Treasury Regulation No. 1

(revised); The Economy Act (31 U.S.C.

686), section 601; section 3679 of the

revised statutes as amended (31 U.S.C.

665).

PURPOSE(S):

For the use of the Program Support

Branch only for salary computations for

Agency budget purposes.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

For the use of the Program Support

Branch only for salary computations for

Agency budget purposes.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Paper records maintained in files.

RETRIEVABILITY:

By name of individual.

SAFEGUARDS:

1. Authorized users: accounts analyst

and supervisor.

2. Physical Safeguards: security

provided by surveillance of authorized

employees during working hours and by

security guards after working hours.

3. Procedural (or technical)

safeguards: access to records is strictly

limited to those staff members who have

a need-to-know.

4. Implementation guidelines: USIA

Manual of Operations.

RETENTION AND DISPOSAL:

Retained until no longer needed.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Program Support Branch,

Budget Operations Division, USIA, 301

4th Street, SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:

Chief, Program Support Branch,

Budget Operations Division, USIA, 301

4th Street, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Office of Personnel Services; Agency’s

Payroll Department.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–20

SYSTEM NAME:

Employee Payroll and Retirement

System—M/CF.

SYSTEM LOCATION:

Office of the Comptroller, United

States Information Agency (USIA), 301

4th Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Employees currently on Agency rolls

(payroll); all employees on Agency rolls

(retirement).

CATEGORIES OF RECORDS IN THE SYSTEM:

Civil Service Retirement System,

Foreign Service Retirement and

Disability System. Federal Employees

Retirement System (FERS), and Foreign

Service Pension System; time and

attendance records (domestic employees

only); master employee registers

(domestic only); payroll folders.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Section 113 of the budget and

Accounting Procedures Act of 1950, as

amended.

PURPOSES:

To assure proper salary payment to

domestic Agency employees and for

reference regarding salary history;

master record of domestic employee

accumulation of annual and sick leave,

recording of employee contributions to

the Civil Service Retirement System and

FERS; recording of employee

withholdings for transmission to

Federal, State and local taxing

authorities.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

To assure proper salary payment to

(domestic) employees and for reference
10646 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

regarding salary history; master record

of (domestic) employee accumulation of

annual and sick leave; recording of

employee contributions to the Civil

Service Retirement, Foreign Service

Retirement and Disability, Federal

Employees Retirement and Foreign

Service Pension Systems; to record and

transmit on a biweekly basis employee

Thrift Savings Plan contributions to the

Federal Retirement Thrift Investment

Board; recording of employee

withholdings for transmission to

Federal, State and local taxing

authorities.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

The principal users of this

information outside the USIA are the

U.S. Treasury, the Office of Personnel

Management, and the Director General

of the Foreign Service, U.S. Department

of State. The information may also be

released to other government agencies

who have statutory or other lawful

authority to maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Time and attendance is maintained on

81⁄2×11 time and attendance sheets or

electronically; retirement records are

recorded on 81⁄2×11 cards and

maintained in a file cabinet or on the

mainframe computer; the master

employee register is a computer report;

payroll records are maintained in

manila folders; overseas pay cards are

manually prepared or maintained as a

computer report, depending upon the

facilities at various overseas locations.

RETRIEVABILITY:

By the name of the individual

employee (payroll); by name and/or

social security number (retirement).

SAFEGUARDS:

1. Authorized Users: Limited access to

staff members on a need to-know basis.

2. Physical Safeguards: security

provided by surveillance of authorized

employees during working hours and by

security guards after working hours.

3. Procedural (or technical)

safeguards: access to records is strictly

limited to those staff members who have

a need-to-know.

4. Implementation guidelines: USIA

Manual of Operations.

RETENTION AND DISPOSAL:

Retirement records are forwarded to

the Office of Personnel Management for

domestic employees, and the State

Department for foreign service

employees, upon retirement, resignation

or transfer of employee. Payroll records

are retired to Federal Records Center, St.

Louis, after three years.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Financial Operations Division,

USIA, 301 4th Street, SW, Washington,

DC 20547.

NOTIFICATION PROCEDURE:

Chief, Financial Operations Division,

USIA, 301 4th Street, SW, Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW.,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

initial determinations by the individual

concerned appeal in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Various forms provided by individual

and by USIA’s Office of Personnel, i.e.,

personnel action forms, payroll change

forms, Federal and State withholding

exemption certificates, employee

allotment deduction forms, time and

attendance sheets.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–21

SYSTEM NAME:

Records on Shipment of Effects,

Unaccompanied Baggage and

Automobiles—M/CF.

SYSTEM LOCATION:

Office of the Comptroller, Financial

Operations, United States Information

Agency (USIA), 301 4th Street, SW,

Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Foreign service employees authorized

to ship effects and automobiles overseas

at USIA expense.

CATEGORIES OF RECORDS IN THE SYSTEM:

Paper cards listing payments made to

packers, carriers, etc., in connection

with shipment of effects, baggage and

automobiles pursuant to travel

authorizations.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

31 U.S.C. 66a.

PURPOSE(S):

To determine if unauthorized charges

were incurred due to excess shipments,

indirect routing or other reasons.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

To determine if unauthorized charges

were incurred due to excess shipments,

indirect routing or other reasons.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Paper records maintained in tub file.

RETRIEVABILITY:

Filed alphabetically by company

name.

SAFEGUARDS:

1. Authorized Users: Accounts analyst

and supervisor.

2. Physical Safeguards: Security

provided by surveillance of authorized

employees during working hours and by

security guards after working hours.

3. Procedural (or technical)

safeguards: Access to records is strictly

limited to those staff members who have

a need-to-know.

4. Implementation guidelines: USIA

Manual of Operations.

RETENTION AND DISPOSAL:

Records destroyed four years after the

fiscal year in which shipment is

authorized.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Financial Operations Division,

USIA, 301 4th Street, SW, Washington,

DC 20547

NOTIFICATION PROCEDURE:

Chief, Financial Operations Division,

USIA, 301 4th Street, SW, Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW.,

Washington, DC 20547. To request
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10647

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

initial determinations by the individual

concerned appeal in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

USIA offices offering travel

authorizations, travel vouchers

submitted by employees; invoices

submitted by carriers for payment.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–22

SYSTEM NAME:

Travel Authorization Obligation

File—M/CF.

SYSTEM LOCATION:

Office of the Comptroller, Financial

Operations Division, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Individuals authorized to travel for

which costs of travel are chargeables to

USIA appropriations.

CATEGORIES OF RECORDS IN THE SYSTEM:

Copies of travel authorizations and

copies of paid vouchers and/or abstracts

or other documents relating to payments

for authorized travel.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

31 U.S.C. 66a.

PURPOSE(S):

To support recording of obligations of

funds for travel; for audit of travel and

transportation vouchers prior to

certification and payment control to

avoid duplicate payment of claims.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

To support recording of obligations of

funds for travel; for audit of travel and

transportation vouchers prior to

certification and payment; control to

avoid duplicate payment of claims. Also

see Prefatory Statement of General

Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Paper files maintained in file cabinets,

tubs, or accordion folders.

RETRIEVABILITY:

By name, date and/or social security

number; cross-reference to travel

authorization number filed by

appropriation/allotment chargeable.

SAFEGUARDS:

1. Authorized users: Limited to those

staff members who have a need-toknow.

2. Physical safeguards: Security

provided by surveillance of authorized

employees during working hours and by

security guards after working hours.

3. Procedural (or technical)

safeguards: Access to records is strictly

limited to those staff members who have

a need-to-know.

4. Implementation guidelines: USIA

Manual of Operations.

RETENTION AND DISPOSAL:

Alphabetical copy of travel

authorizations destroyed after 3 years

after close of fiscal year in which issued.

Folders destroyed between 4 and 10

years after the close of the fiscal year,

depending upon the type of travel.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Financial Operations Division,

USIA, 301 4th Street SW, Washington,

DC 20547.

NOTIFICATION PROCEDURE:

Chief, Financial Operations Division,

USIA, 301 4th Street SW, Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

initial determinations by the individual

concerned appeal in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Standard forms and Agency forms

prepared in connection with official

travel by personnel.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–23

SYSTEM NAME:

Recruitment Record—M/HR.

SYSTEM LOCATION:

Office of Personnel Services, United

States Information Agency (USIA), 301

4th Street, SW., Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Applicants for foreign service or

domestic employment; applicants for

personnel or management intern

positions; employees hired under the

worker-trainee program, individuals

certified by the Office of Personnel

Management (OPM) for appointment

consideration.

CATEGORIES OF RECORDS IN THE SYSTEM:

Employment application forms;

resumes and replies to employment

inquiries; personnel security data forms;

results of written examination; notes on

interviews by selection panels; records

on availability of job applicants; OPM

employment certificates.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

44 U.S.C. 3101; FPM 333 Subchapter

1–1; FPM Chapter 713. FPM Bulletin

713–31, FPM 332, Appendix B, FPM

Chapter 731, FPM Chapter 732.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USE:

Used for recruitment and evaluating

employment applicants; to determine

Agency employment needs; evaluation

of minority hiring practices; selection of

candidates for intern and other

programs; evaluation of progress of

employees on worker-trainee programs;

monitor status of pre-employment

security investigation. Also see

Prefatory Statement of General Routine

Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties. The

principle users of this information

outside the USIA are the Office of

Personnel Management, the Director

General of the Foreign Service,

Department of State, accredited

investigators; and the Board of

Examiners for the Foreign Service.
10648 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

The information may also be released

to other government agencies who have

statutory or other lawful authority to

maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders:

RETRIEVABILITY:

By name of the individual.

SAFEGUARDS:

Maintained in locked file cabinets.

RETENTION AND DISPOSAL:

Records of successful employment

candidates transferred to official

personnel folder; records of

unsuccessful candidates destroyed after

two years; OPM certificates retained

indefinitely; security files destroyed

after candidate is given security

clearance; other records retained

indefinitely or disposed of in

accordance with Agency’s internal

regulations.

SYSTEMS MANAGER(S) AND ADDRESS:

Chief, Employment Branch, Office of

Personnel Services, USIA, 301 4th

Street, SW., Washington, DC 20547.

NOTIFICATION PROCEDURE:

Chief, Employment Branch, Office of

Personnel Services, USIA, 301 4th

Street, SW., Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW.,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Employment applicants; college

transcripts and other recruitment

sources; test scores provided by testing

Agency; notes prepared by selection

panels; the OPM; and the USIA Office

of Security.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Certain records contained within this

system of records may be exempted

from 5 U.S.C. 552a (c)(3), (d), (e)(1),

(e)(4) (G), (H), (I) and (f). See 22 CFR

505.15.

USIA–24

SYSTEM NAME:

Employment Requests—M/HRF and

M/HRCO.

SYSTEM LOCATION:

Office of Personnel, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES AND INDIVIDUALS COVERED BY THE

SYSTEM:

Certain individuals seeking

employment with the Agency such as

Congressional referrals, referrals of

Director, etc.

CATEGORIES AND RECORDS IN THE SYSTEM:

Letters, memos, resumes,

recommendation, biographic Personnel,

for the purpose of soliciting

employment with the Agency.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Federal Records Act, 44 U.S.C.

3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USE:

To answer inquiries from Members of

Congress regarding employment

opportunities for constituents; referrals

to Agency elements for qualification

evaluations. Also see Prefatory

Statement of General Routine uses.

Information is made available on a

need-to-know basis to personnel to the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Paper records in file folders.

RETRIEVABILITY:

By name of individual and month of

response.

SAFEGUARDS:

Maintained in bar-lock file cabinets.

RETENTION AND DISPOSAL:

Records retained until no longer

useful, or until after two years from date

of submission, whichever is first.

Records are destroyed by burning.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Special Services Branch (M/

PDS), Domestic Personnel Division,

Office of Personnel, USIA, 301 4th

Street, SW, Washington, DC 02547.

NOTIFICATION PROCEDURE:

Chief, Special Services Branch (M/

PDS), Domestic Personnel Division,

Office of Personnel, USIA, 301 4th

Street, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE;

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Unsolicited information or referrals

submitted to the Agency by individuals

seeking information on employment

possibilities.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–25

SYSTEM NAME:

Employee Master Personnel

Records—M/HRCS.

SYSTEM LOCATION:

Office of Personnel, United States

Information Agency (USIA), 301 4th

Street, SW., Washington, DC 20547.

Computer tape and disc records are

located in M/PPS at same address.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

All Agency employees and

reimbursables from other agencies.

CATEGORIES OF RECORDS IN THE SYSTEM:

Data on employee’s work experience,

assignments, promotions, transfers,

within-grade increases, personnel

actions, commendations, evaluations of

work performance, medical information,

training certificates, home address, nextof-kin information, information related

to security clearance, suspense reports

on various events, such as appointment

expiration dates, date probation ends,

date promotion eligibility, expiration of

LWOP, etc.
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10649

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Executive Order 10561; FPM Chapter

291–93; 5 U.S.C. 13–2, 2951, 4118,

4308, 4506, FPM Chapter 713,

Subchapter 3; Executive Order 14492;

44 U.S.C. 3101; FPM Chapter 732.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USE:

To prepare reports required by the

Office of Personnel Management (OPM),

Congress and OMB; used by OPM and

investigatory agencies to verify

employee statements on applications for

employment with other agencies;

investigation of discrimination

complaints; statistical reporting to OPM

on minority employment, handicap

programs, and other special programs;

control of personnel ceilings; project

and assess personnel movement

dynamics; conducting security checks

and updating security clearances;

preparation of employee performance

ratings and evaluations; used by

Selection Boards and Merit Promotion

Panels to determine whether employees

should be recommended for promotion;

used for routine personnel management

and administration. Also see Prefatory

Statement of General Routine Uses.

Information is made available on a

need-to-know basis to personnel of

USIA as may be required in the

performance of their official duties.

Principal users of this information

outside USIA are: The Office of

Personnel Management (OPM); the

Department of State; the Office of

Management and Budget (OMB); the

General Accounting Office (GAO); and

personnel offices of other government

agencies when an employee seeks

transfer or detail; accredited

investigators.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Computer disc and magnetic tape;

computer printouts, visual card files,

paper records in file folders.

RETRIEVABILITY:

By employee name, agency element,

employee identification number, grade/

class, tenure code, and other date

elements.

SAFEGUARDS:

Computer files are stored internally in

the computer or in locked tape file

cabinets and cannot be physically

accessed except by authorized

personnel; paper files and card trays in

metal cabinets secured in a locked

room; access controlled by ‘‘sign out’’

records; computer access restricted to

those with user identification and pass

words.

RETENTION AND DISPOSAL:

Computer printouts destroyed by

shredding or burning when new listings

are produced; computer tapes retained

indefinitely; other records retained until

employee is separated, and then

disposed of by transfer to OPM, other

employing agency, Federal Records

Center, or destruction as directed by

internal agency regulations.

SYSTEM MANAGERS AND ADDRESS:

For paper or automated records—

Chief, Special Services Branch M/HRCS,

Office of Human Resources, USIA, 301

4th Street, SW., Washington, DC 20547.

NOTIFICATION PROCEDURE:

Chief, Special Services Branch, Office

of Human Resources, USIA, 301 4th

Street, SW., Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW.,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Employee; employment application;

official personnel records, personnel

action forms; administrative file; budget

and personnel authorizations;

employees’ supervisors; USIA Office of

Security; training officers and other

officials involved in personnel

management.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Certain records contained within this

system of records may be exempted

from 5 U.S.C. 552a (c)(3), (d), (e), (1),

(e)(4) (G), (H), (I) and (f). See 22 CFR

505.15.

USIA–26

SYSTEM NAME:

Foreign Service Location File—M/

HRF.

SYSTEM LOCATION:

Foreign Service Lounge, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUAL COVERED BY THE

SYSTEM:

All Agency foreign service employees

and foreign service retirees.

CATEGORIES OF RECORDS IN THE SYSTEM:

Foreign service employees’ nature of

assignment overseas; position held,

home address, address of next-of-kin,

employee’s personal bank (if requested

the Agency deposit checks); last home

address of retirees.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Federal Records Act, 44 U.S.C.

3101; Foreign Service Act of 1980, as

amended.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Used by USIA officials to locate a

Foreign Service employee; make salary

deposits; inform next-of-kin in

emergency situations.

Also see Prefatory Statement of

General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Information maintained on 5×8 index

cards in metal cabinets.

RETRIEVABILITY:

By the Foreign Service employee’s

name.

SAFEGUARDS:

Records are under surveillance by

authorized employee during the

working hours; in locked metal cabinets

after hours.

RETENTION AND DISPOSAL:

Locator information destroyed when

employee separates, except by

retirement, in which case card

maintained indefinitely.

SYSTEM MANAGERS AND ADDRESS:

Chief, Foreign Service Personnel

Division, USIA, 301 4th Street, SW,

Washington, DC 20547.

NOTIFICATION PROCEDURE:

Chief, Foreign Service Personnel

Division, USIA, 301 4th Street, SW,

Washington, DC 20547.
10650 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

From the officer concerned; copies of

Personnel Action Forms (SF–50); travel

memos.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–27

SYSTEM NAME:

Foreign Service Selection Board

Files—M/HRF.

SYSTEM LOCATION:

Foreign Service Personnel Division,

United States Information Agency

(USIA), 301 4th Street, SW, Washington,

DC 20547.

SECURITY CLASSIFICATION:

Confidential.

CATEGORIES OF INDIVIDUALS IN THE SYSTEM:

5×8 cards containing data such as

name, class, specialty code, position;

date OER received by N/P; as

appropriate, letters of commendation or

low-ranking and comments of the

selection boards on foreign service

promotions contained in letter files.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Foreign Service Act of 1946, as

amended, sec. 611; 44 U.S.C. 3101 and

Foreign Service Act of 1980.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Preparation of promotion and limited

career extension projections and Foreign

Service Officer commissioning actions;

used to monitor and control receipt of

Officer Evaluation Reports by M/HRF;

used to prepare files and other

information for Selection Boards; maybe

by Agency’s Equal Employment

Opportunity Officer, or the Labor

Relations Branch (grievance examiners)

in the event of an employee grievance.

Also see Prefatory Statement of

General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties. The

principal user of this information

outside USIA is the Director General of

the Foreign Service, United States

Department of State.

The information may be released to

other government agencies who have

statutory or other lawful authority to

maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OR RECORDS IN THE SYSTEM:

STORAGE:

Paper and card records are in file

folders or metal card files. Some

material derived from these records has

been computerized.

RETRIEVABILITY:

Paper files manually retrieved by

individual names and classes; statistical

material retrieved from computer base.

SAFEGUARDS:

Paper records maintained in locked

file cabinets. Computer material

retrieval requires use of appropriate

keys. This section adequately describes

all safeguards which are applicable to

records in the system, including the

categories of employees who have

access to the records.

RETENTION AND DISPOSAL:

Maintained during period of

employment with the Agency; records

destroyed upon separation of the

employee.

SYSTEM MANAGER(S) AND ADDRESS:

Executive Secretary for the Selection

and Commissioning Boards, Foreign

Service Personnel Division, USIA, 301

4th Street, SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:

Executive Secretary for the Selection

and Commissioning Boards, Foreign

Service Personnel Division, USIA, 301

4th Street, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCES CATEGORIES:

Reports of Selection Boards on the

review of pertinent promotion

documentation such as officer

evaluations; notification of personnel

action; foreign service residency and

dependency reports; notification to

officers of low ranking; materials

submitted by officers on their own

behalf. All current record sources are

included and are correctly stated.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Certain records contained in this

system of records may be exempted

from 5 U.S.C. 552a (c)(3), (d), (e)(1),

(e)(4) (G), (H), (I) and (f). See 22 CFR

505.15.

USIA–28

SYSTEM NAME:

Career Counseling Records—M/HRF.

SYSTEM LOCATION:

Office of Personnel Services, United

States Information Agency (USIA), 301

4th Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Computer listing of work experience;

biographic data; assignment history

date; education data; position data;

grade; title; post of assignment; date of

employment; dependents’ proposed

position detail to ‘‘pipeline’’

complement; roster of personnel

available for domestic assignments;

notes of personnel discussions between

counselors and individual clients on

preferences and other factors bearing on

assignments.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Foreign Service Act of 1980, as

amended; 22 U.S.C. 4023.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Used by career counselors and

personnel officers for assignment, detail

or rotation of Agency Foreign Service

Officers, within USIA or to other

Federal agencies. Also see Prefatory

Statement of General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10651

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Card records and paper records in file

folders.

RETRIEVABILITY:

By individual name, by date or place

of assignment or both.

SAFEGUARDS:

Maintained in bar-locked file

cabinets.

RETENTION AND DISPOSAL:

Biographic data and personnel

statistical data subject to update

periodically; old records destroyed by

shredding when no longer needed or

when employee separates.

SYSTEM MANAGER(S) AND ADDRESS:

Career Counselors, Foreign Service

Personnel Division (M/HRF), USIA, 301

4th Street, SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:

Chief, Foreign Service Personnel

Division (M/HRF), USIA, 301 4th Street,

SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Officer Evaluation Reports, Official

Personnel File (OPF); records of

interviews and correspondence with

officer, minutes of meeting of the career

management staff held to discuss

assignment of Foreign Service Officers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–29

SYSTEM NAME:

Officer/Specialist Assignment

Requests—M/HRF.

SYSTEM LOCATION:

Foreign Service Personnel Division

(M/HRF), United States Information

Agency (USIA), 301 4th Street, SW,

Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Agency officers who have written or

spoken to the Director, Office of

Personnel Services, regarding

assignment preferences or problems.

CATEGORIES OF RECORDS IN THE SYSTEM:

Letters, memos, and occasionally

biographic data submitted by the

individual seeking particular

assignments; written answers to specific

requests.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Federal Records Act, 44 U.S.C.

3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Used exclusively by the Director and

the Deputy Director, Office of Personnel

Services, for discussion of assignments

and officer career interests.

Also see Prefatory Statement of

General Routine Uses. Information is

made available on a need-to-know basis

to personnel of the USIA as may be

required in the performance of their

official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Paper records in file folders.

RETRIEVABILITY:

By the name of the individual.

SAFEGUARDS:

Maintained in metal bar-locked file

cabinets. System scheduled to be

automated.

RETENTION AND DISPOSAL:

Usually retained until officer is

assigned or for longer period depending

upon the assignment actions; destroyed

when no longer needed.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Foreign Service Personnel

Division (M/HRF), USIA, 301 4th Street,

SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:

Chief, Foreign Service Personnel

Division (M/HRF), USIA, 301 4th Street,

SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

From the officer requesting

assignment consultation; replies of the

Director, Office of Personnel Services, to

such requests.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–30

SYSTEM NAME:

Advisory, Referral and Counseling

Records—M/HRL.

SYSTEM LOCATION:

Office of Personnel Service, United

States Information Agency (USIA), 301

4th Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

Confidential.

CATEGORIES OF INDIVIDUALS COVERED IN THE

SYSTEM:

Employees with serious personal, job

related or medical problems such as

alcoholism, drug abuse, or behavioral

problems.

CATEGORIES OF RECORDS IN THE SYSTEM:

Confidential statements relating to

specific problems.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Public Law 91–616, section 201

(Comprehensive Alcohol Abuse and

Alcoholism Prevention Treatment and

Rehabilitation Act of 1970); Pubic Law

92–255, section 413 (Drug Abuse

Treatment Act of 1972).

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSE OF SUCH USES:

Used on occasion to provide

necessary background to medical

personnel to arrange for medical

examinations, treatment of employees,

or for in-house counseling purposes.

The program is a confidential resource

within the Agency available voluntarily

to employees for assistance with

personal or job related problems.

Employees are advised of rights,

obligations as well as benefits available;

referrals of employees to professional

resources within the government and in
10652 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

the community; continuing on-the-job

counseling available.

Also see Prefatory Statement of

General Routine Uses.

Without the express written consent

of the employee, this information is not

available to other personnel of the

USIA. The only users of this

information outside the USIA are

appropriate medical personnel of the

Department of State and appropriate

health professionals in the community,

only with the employee’s consent.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders.

RETRIEVABILITY:

By the name of the individual.

SAFEGUARDS:

Records are maintained in a

combination bar-locked cabinet at all

times, accessible only to the Advisory,

Referral and Counseling personnel.

RETENTION AND DISPOSAL:

Records retained as long as individual

is an employee of the Agency; file

destroyed by shredding when employee

is separated, or when ARCS personnel

considers there is no need to retain file,

or when incumbent counselor is

separated from the Agency; exceptions

to rules for retention can be made only

with the concerned employee’s specific

approval.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Policies and Services Staff (M/

HRL), Office of Personnel Services,

USIA, 301 4th Street, SW, Washington,

DC 20547.

NOTIFICATION PROCEDURE:

Chief, Policies and Services Staff (M/

HRL), Office of Personnel Services,

USIA, 301 4th Street, SW, Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORDS SOURCE CATEGORIES:

Principally from the individual

employee concerned; background

information provided by the person who

initiates referral of the employee, such

as supervisors, union representatives, or

medical personnel.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–31

SYSTEM NAME:

Employee Grievance Files—M/HRL.

SYSTEM LOCATION:

Office of Personnel, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

Top secret.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Agency employees who have filed

informal grievances or complaints, or

who have filed formal grievances for

Agency level review; employees for

whom special disciplinary action is in

process.

CATEGORIES OF RECORDS IN THE SYSTEM:

All documents necessary in the

processing of a grievance or special

disciplinary actions, such as position

descriptions, performance evaluations,

grievance investigation reports, special

investigation reports, OIG reports, Post

Audit and Inspection Report; statements

of supervisors, witnesses,

representatives of grievants; arbitration

awards, Foreign Service Grievance

Board letters and decisions; and

miscellaneous housekeeping records.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 1302, 3301, 3302, 7301; 22

U.S.C. 3901; 5 U.S.C. 7121; 44 U.S.C.

3101; Public Law 93–181; Agency’s

Manual of Operations and

Administration (MOA); FPM 511-

Subchapter 6; FPM— Letter 630–22;

FPM Chapter 335, 752, 831; Foreign

Affairs Manual (3 FAM 660).

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Investigation and resolution of

employee grievances; to provide

information and documentation to the

greivant’s counsel or representatives,

Arbitrators, the Foreign Service

Grievance Board, Federal Appeals

Board, United States Courts, and to

Members of Congress on the written

request of the individual; to provide

information to the Agency’s General

Counsel in connection with the

processing of a grievance, an appeal, or

an adverse action. Information is also

available on a need-to-know basis to

personnel of the USIA in the

performance of their official duties. The

principal users of this information

outside the USIA are: The Office of

Personnel Management (OPM);

Department of Justice; other government

agencies which have statutory or legal

authority to access or maintain such

information. Also see Prefatory

Statement of General Routine Uses.

POLICIES AND PRACTICE FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders, filed

alphabetically, and stored in metal

cabinets with bar-locks.

RETRIEVABILITY:

Alphabetically by name of

individuals.

SAFEGUARDS:

Authorized users—personnel of the

USIA on a substantial need-to-know

basis and in the performance of their

official duties, e.g., General Counsel

staff, Labor Relations Officers (grievance

examiners and investigators); ‘‘deciding

officials’’ (under negotiated or Agency

Grievance Procedures); members of the

Foreign Service Grievance Board and

Staff; grievants and representative of

grievants.

Physical Safeguards: Documents

classified in the national security

interest pursuant to E.O. 12958, thus the

files are afforded a high level of

protection against unauthorized access.

Security guards perform random checks

on the physical security of the files data.

Procedural Safeguards: Access to

records is strictly limited to those staff

members with substantial need-toknow, who have been thoroughly

indoctrinated on Privacy Act provisions

and requirements. Staff members are

also responsible for protecting grievance

records from the general public entering

the grievance office areas.

Implementation Guidelines:

Safeguards implemented are developed

in accordance with ‘‘Access to and

Protection of Records on Individuals,’’

USIA MOA V–A (Domestic), Sections

560–565.

RETENTION AND DISPOSAL:

Records are maintained in the active

file for 3 years or until no longer

needed; records removed from the

‘‘active files’’ are stored in metal file

cabinets, bar-locked, and in a secure,

locked room with controlled access.
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10653

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Labor Relations Staff (M/HRL),

Office of Human Resources, USIA, 301

4th Street, SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:

Office of Human Resources, USIA,

301 4th Street, SW, Washington, DC

20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR Part 505.

RECORD SOURCE CATEGORIES:

Individual employee concerned,

Agency officials, testimony of witnesses,

employee’s representative, relevant

documents.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Certain records in the system may be

exempted from 5 U.S.C. 552 (a), (c)(3),

(d), (e)(1), (e)(4), (G), (H), (I), and (f). See

22 CFR 505.15.

USIA–32

SYSTEM NAME:

Incentive Awards File—M/HRL.

SYSTEM LOCATION:

Office of Labor, Policies and Benefits,

United States Information Agency

(USIA), 301 4th Street, SW, Washington,

DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Employees who are nominated for

Special, Honor, Unit, Cash or other

incentive awards; employees who are to

receive Length-of-Service Certificates.

CATEGORIES OF RECORDS IN THE SYSTEM:

Nomination forms or narratives;

copies of award certificates with

citations; cards containing name, award,

and date awarded.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

3 FAM 640; 5 CFR part 451; FPM

Chapter 451; MOOA V–A/B 570.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Used only by awards staff selection

committee and approving officials to

process and record nominations and for

presentation of incentive and length of

service awards; used to prepare annual

statistical reports for the OPM. Also see

Prefatory Statement of General Routine

Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM::

STORAGE:

Temporary paper records in file

folders.

RETRIEVABILITY:

Manually by name and/or type of

award.

SAFEGUARDS:

File folders maintained in locked file

cabinets.

RENTENTION AND DISPOSAL:

Record cards, a copy of the award

nomination and the award certificate, if

one was issued, are maintained

indefinitely.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Labor, Policies and Benefits

Staff, United States Information Agency

(USIA), 301 4th Street, SW, Washington,

DC 20547.

NOTIFICATION PROCEDURE:

Chief, Labor, Policies and Benefits

Staff, United States Information Agency

(USIA), 301 4th Street, SW, Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Nominations; supervisors; official

personnel folders; awards committee

and approving officials.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–33

SYSTEM NAME:

Retirement and Insurance Records—

M/HRL.

SYSTEM LOCATION:

Office of Human Resources, United

States Information Agency (USIA), 301

4th Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None for the system. Treated as

privacy sensitive.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

USIA employees in retirement

processing, approaching mandatory

retirement, or actually retired from

USIA. (Contact VOA/P for VOA

employees.)

CATEGORIES OF RECORDS IN THE SYSTEM:

Retirement service history (USIA

only); computer listings of: (1) Persons

retiring mandatorily; (2) persons who

are projected to retire within 5 years.

Lists give name, date of birth, service

computation date, grade/step, salary,

location code, and retirement code.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

From Supplement 830–1; 3 FAM 670;

Federal Records Act of 1950, as

amended, 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Processing retirement applications

and counseling prospective retirees on

annuities and other benefits. Also see

Prefatory Statement of General Routine

Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS BY THE SYSTEM:

STORAGE:

Paper records in individual file

folders.
10654 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

RETRIEVABILITY:

Manually by name of employee.

SAFEGUARDS:

Maintained in locked file cabinets.

RETENTION AND DISPOSAL:

Employee retirement files retained

indefinitely. After retirement, retained

one year and then destroyed since

records transferred to the retirement

system. Old computer listings destroyed

when updated; individual retirement

computation worksheets filed in

employee’s retirement file.

SYSTEM MANAGERS AND ADDRESS:

Chief, Retirement and Insurance

Section (M/HRL), Special Service

Branch, Domestic Personnel Division,

Office of Human Resources, USIA, 301

4th Street, SW, Washington, DC 20547.

NOTIFICATION PROCEDURE:

Chief, Special Services Branch, Office

of Human Resources, USIA, 301 4th

Street, SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Employees; Official Personnel File;

supervisors; Agency’s payroll and leave

office; appropriate retirement systems of

the Office of Personnel Management, or

Department of State.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–34

SYSTEM NAME:

Senior Officer Files—M/HRL.

SYSTEM LOCATION:

Office of Human Resources, United

States Information Agency (USIA), 301

4th Street, SW., Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Employees in grades GS–14, 15, 16,

17, 18 and Foreign Service Officer Class

equivalents.

CATEGORIES OF RECORDS IN THE SYSTEM:

Biolographical, professional and

experience information on employees

nominated for senior level positions,

position descriptions and position

evaluations.

AUTHORITY FOR MAINTENANCE IN THE SYSTEM:

FPM 305, Supp. 305–1, FPM–300,

Subchapter 3.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USE:

Reference material for the Director’s

staff, element heads and personnel

officers; placement of high level

employees in proper management

positions and to ensure their

consideration for vacancies

governmentwide; used by personnel

officers for personnel management

functions; requested from time to time

by OPM, and OMB, and Congress for

position control of supergrade

employees. Also see Prefatory Statement

of General Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties. The

principal users of this information

outside the USIA are: The Office of

Personnel Management (OPM); the

Office of Management and Budget

(OMB); the Congress; personnel officers

in other government agencies as a result

of a transfer or potential transfer of the

individual to whom the record pertain.

The information may also be released

to other government agencies who have

statutory or other lawful authority to

maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders.

RETRIEVABILITY:

By name and grade of individual, or

combinations of name and grade

SAFEGUARDS:

Maintained in locked file cabinet.

RETENTION AND DISPOSAL:

Records maintained indefinitely, or

until employee is separated, at which

time pertinent information is filed in the

Official Personnel File; all other

material is destroyed as provided in

Agency internal regulations.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Domestic Personnel Division,

USIA, 301 4th Street, SW., Washington,

DC 20547.

NOTIFICATION PROCEDURE:

Chief, Domestic Personnel Division,

USIA, 301 4th Street, SW., Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Request from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW.,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR Part 505.

RECORD SOURCE CATEGORIES:

Official Personnel Files; from the

employee; element heads; position

classifiers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–35

SYSTEM NAME:

Solicitation Mailing List

Application—M/K.

SYSTEM LOCATION:

Office of Contracts, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Prospective government contractors

and Agency contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:

Information is contained on a

standard form which requests the

individual’s name and address, type of

business, number of employees, average

annual sales or receipts, facilities

(space), net worth, security clearances

held, and a certification of the accuracy

of the information provided on the form.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Federal Acquisition Regulation (48

CFR 14.205–1(c) and 53.214(e)).

ROUTINE USES OR RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

To prepare the Agency’s Solicitation

Mailing List and for use of contracting

specialists to determine adequacy of

facilities, and financial responsibility of

prospective contractors. Also see

Prefatory Statement of General Routine

Uses.
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10655

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

The information may also be released

to other government agencies who have

statutory or other lawful authority to

maintain such information.

The principal user of this information

outside the USIA is the General Services

Administration.

POLICIES AND PRACTICES AND STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OR RECORDS IN THE SYSTEM:

STORAGE:

Information included on Standard

Form 129 is maintained in a lektriever

filing system. Records are also fully

automated on the Agency’s VS–100 ‘‘D’’

system. Records are backed up daily to

computer tape and stored in the

Agency’s computer library.

RETRIEVABILITY:

By the name of the individual.

SAFEGUARDS:

1. Authorized users: Contracting

personnel and other authorized Agency

personnel.

2. Physicial safeguards: All records

are stored in a lektriever filing system in

a secured area. Automated records are

maintained in the Agency’s computer

library.

3. Procedural safeguards. All users of

the information stored in these systems

protect the information from public

view and unauthorized personnel. Data

stored in computers are accessed

through the use of passwords known

only to authorized personnel.

4. Implementation guidelines: USIA

Manual of Operations and

Administration (MOA) III–500; Records

Management Handbook (Domestic)

Section 560–565.

RETENTION AND DISPOSAL:

A routine update of information is

conducted approximately every 3 years.

Outdated information is disposed of

internally.

SYSTEM MANAGERS AND ADDRESS:

Director, Office of Contracts, USIA,

301 4th Street, SW, Washington, DC

20547.

NOTIFICATION PROCEDURES:

Director, Office of Contracts, USIA,

301 4th Street, SW, Washington, DC

20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Information provided by individuals,

companies and corporations.

EXEMPTION CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–36

SYSTEM NAME:

United States Information Agency

(USIA) Procurement Personnel

Information System—M/K.

SYSTEM LOCATION:

Office of Contracts, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

USIA employees involved with

procurement activities.

CATEGORIES OF RECORDS IN THE SYSTEM:

Names, office, position title, series

and grade, service computation date,

position description, education,

training, experience, professional

recognition, career objectives.

AUTHORITY FOR MAINTENANCE IN THE SYSTEM:

Authority for this system is derived

from the Federal Records Act, 44 U.S.C.

3101, and Federal Acquisition

Regulation, subpart 1–6.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USE:

Identification of employees who have

met standards of experience, education,

and training for appointment as

Contracting Officers and to analyze

procurement system performance such

as functional placement, system training

needs, and workforce size. Information

is available to personnel of the USIA as

may be required for performance of

official duties. Information on

individual will not normally be

available outside the USIA as it falls

within the expected guidelines of the

Privacy Act (PA).

Also see Prefatory Statement of

General Routine Uses.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

All information will be maintained in

a paper hard copy file which will be

automated as soon as possible.

RETRIEVABILITY:

Records are retrieved by name, office,

series and grade.

SAFEGUARDS:

1. Authorized users: Office of

Contracts personnel.

2. Physical safeguards: Files are kept

in the Office of Contracts in a bar-locked

cabinet.

3. Procedural Safeguards: All users of

personal information in connection with

the performance of their jobs protect

information from public view and from

unauthorized personnel entering into

the office. Access to records is strictly

limited to the Office of Contract

Personnel.

4. Implementation guidelines: USIA

Manual of Operations and

Administration (MOA) III–500, Records

Management Handbook (Domestic)

Section 560–565.

RETENTION AND DISPOSAL:

Files will be retained as long as the

individual remains an employee of the

USIA, and will be destroyed upon the

employee’s separation.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Contracts, USIA,

301 4th Street, SW, WAshington, DC

20547.

NOTIFICATION PROCEDURE:

Director, Office of Contracts, USIA,

301 4th Street, SW, Washington, DC

20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, 301 4th Street, SW, Washington,

DC 20547. To request another

individual’s file, the requester must

have a notarized signed statement from

the individual to whom the file pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Information is provided by the

individual concerned.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.
10656 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

USIA–37

SYSTEM NAME:

Employee Training Files—M/PT.

SYSTEM LOCATION:

Training and Development Division,

Office of Human Resources, United

States Information Agency (USIA), 330

C Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Agency employees receiving training:

Workshops, language, lectures, or

seminars, university or service colleges,

personnel and management interns.

CATEGORIES OF RECORDS IN THE SYSTEM:

Employee training applications,

biographic data, educational

background, record of training received

by the Agency, outline of training

program, performance evaluation

extracts; language proficiency and test

scores, course grade, and employee’s

evaluation of training courses.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Pub. L. 85–507, 72 Stat. 335,

Reorganization Plan No. 8 of 1953, 22

U.S.C. 1461, 67 Stat. 642, Pub. L. 79–

724, Foreign Service Act of 1980, as

amended, FPM 410, Subchapter 3.

PURPOSE(S):

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USE:

Background material used to

determine eligibility for training;

assignment and progress in language

courses; used by career counselors to

determine training needs; justification

of training reports and record-keeping;

evaluation of intern training and

potential for job growth; used to

evaluate and select lecturers for agency

workshops or seminars; preparation of

reports to Congress and other

government agencies on training

provided and costs, as well as projected

training needs and costs. Also see

Prefatory Statement of General Routine

Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties. The

principal users of this information

outside the USIA are: The Office of

Personnel Management (OPM);

personnel officers in other government

agencies as a result of transfer of the

individual to whom the records pertain;

other agencies considering employees

for detail purposes; accredited

investigators.

The information may also be released

to other government agencies who have

statutory or other lawful authority to

maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records stored in file folders.

Computer records stored on magnetic

tape or disc.

RETRIEVABILITY:

Manually retrieved by name, by

computer generated lists of training

statistics or by training course title.

SAFEGUARDS:

1. Authorized users: Access to files is

limited to only authorized USIA

individuals having a substantiated need

for the information.

2. Physical safeguards: All files are

maintained in locked cabinets during

non-duty hours and are protected by

office personnel when being used

during duty hours.

3. Procedural safeguards: All users of

personal information in connection with

the performance of their jobs protect

information from public view and from

unauthorized personnel entering an

unsupervised office. Access to records is

strictly limited to those staff members

trained in accordance with the Privacy

Act.

4. Implementation guidelines: Privacy

Act guidelines covered in the USIA

Manual of Operations and

Administration (MOA) are strictly

observed.

RETENTION AND DISPOSAL:

Training records maintained until

employee is separated, at which time

records are included with official

personnel folder, other records are

included with official personnel folder,

other records are retained indefinitely or

until no longer needed; budget records

and cost statistics retained indefinitely.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Training and Development

Division (M/PT), Office of Human

Resources, USIA, 330 C Street, SW,

Washington, DC 20547.

NOTIFICATION PROCEDURES:

Chief, Training and Development

Division (M/PT), Office of Human

Resources, USIA, 330 C Street, SW,

Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

The employee; employment

applications; official personnel records;

personnel action forms; personnel

officers; training officers and other

officers involved in personnel

management; supervisors; training

records; application for training; trainee

evaluation of courses.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Certain records contained within this

system of records may be exempted

from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)

(4)(G), (H), (I), and (f). See 22 CFR

505.15.

USIA–38

SYSTEM NAME:

Personnel Security and Integrity

Records—M/S.

SYSTEM LOCATION:

Office of Security, Untied States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

Retired records stored at Washington

National Records Center, 4205 Suitland

Road, Suitland, Maryland 20409.

SECURITY CLASSIFICATION:

Most records are unclassified, but

include records classified confidential,

secret and top secret.

SYSTEM LOCATION:

Office of Security, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 2000547.

Retired records stored at Washington

National Records Center, 4205 Suitland

Road, Suitland, Maryland 20409.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

All persons currently or formerly

employed by USIA in the United States;

all Americans currently or formerly

employed by USIA in other countries;

some but not all foreign nationals

currently or formerly employed in other

countries; some but not all persons

currently or formerly used under

contract, both in the United States and

in other countries; some persons whose

services are or were otherwise utilized

by USIA, whether compensated or not;

some former applicants who were not

employed; some prospective spouses of
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10657

USIA employees; some other persons

who were significantly identified with

persons whose services were at one time

utilized or considered in one or more of

the capacities described herein; some

persons who were significantly involved

in non-security related administrative

inquiries conducted by M/S; some

persons of counterintelligence interest

whose names appeared in the press, or

are contained in documents furnished

by other agencies of the U.S.

Government.

CATEGORIES OF RECORDS IN THE SYSTEM:

Application and security forms

provided by subject of records; reports

of investigation conducted by M/S, and

by other Government agencies;

Personnel Security Worksheet Records

evaluating investigative material;

security clearance and security

certification forms; intra-office, intraAgency and inter-agency

correspondence relating to

investigations security and suitability

determinations, and administrative

matters; correspondence to and from

Federal law enforcement and

counterintelligence agencies;

correspondence to and from state and

local law enforcement jurisdictions,

credit bureaus, private employers,

schools, and individuals relating to

investigative inquiries; records

regarding briefings and debriefings,

security certifications to other agencies,

contact reports, and security violations;

photographs, Cross Reference Sheets,

and Records of Release of Information;

records from Security Identification

Card System (USIA–39) concerning

former employees; not all files,

however, contain all of the above

elements.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The authority of M/S to collect and

maintain security data is based on

section 1001 of the U.S. Information and

Education Act of 1948, 62 Stat. 13, 22

U.S.C. 1434, as amended, 66 Stat. 43

(1952); Reorganization Plan No. 8 of

1953, 67 Stat. 642; Executive Order

10477 of August 1, 1953, as amended;

the Act of August 26, 1950, 64 Stat. 476;

5 U.S.C.A. 3571, 7312, 7501, 7412 and

7532; Executive Order 10450 of April

27, 1953, as amended; Executive Order

10450 of April 27, 1953, as amended;

Executive Order 12048 of March 27,

1978; the Act of August 24, 1982, 96

Stat. 291, and Executive Order 12968 of

August 2, 1995 and Executive Order

12958 of April 17, 1995, the authority of

M/S to collect and maintain certain

administrative data, as an investigative

arm of the USIA is based on 22 U.S.C.

1494; the Foreign Service Act of 1946,

sec. 611; Reorganization Plan No. 8;

Executive Order 10477, and 5 U.S.C.

Chap. 33.

PURPOSE:

To collect and maintain record

information necessary to make security

and suitability determinations regarding

applicants for employment with and

employees of the USIA; make security

determinations regarding the

advisability of assigning certain

employees to certain areas of the world,

or to certain positions within the USIA

domestically; make security

determinations regarding the

advisability of certain promotions, as

required by USIA regulations; make

determinations regarding the

advisability of granting employees

special clearances, as required for

certain jobs; make determinations

regarding the effect on an employee’s

security clearance of marriage to a nonU.S. citizen; make determinations

whether certain non-citizen employees

of USIA abroad should be granted

security certification; disclose

information to the Office of Inspector

General as necessary for that office to

carry out its investigative and other

responsibilities; disclose information to

certain officials of the Office of

Personnel and other USIA elements, as

necessary for them to make required

decisions.

Records are used by the Director and

Deputy Director of M/S as reference in

contacts and correspondence with USIA

Director, Deputy Director, General

Counsel, Associate Directors, and other

Agency officials when necessary to

resolve specific personnel security

matters.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Data may be disclosed to Foreign

Service Board of Examiners as necessary

to determine qualifications and

suitability of an applicant; data may be

disclosed to the Department of State,

Office of Medical Services, as necessary

to determine whether applicant or

employee should be granted or retain

medical clearance; data may be

disclosed to other Government agencies

as necessary for those agencies to

determine whether employees should be

granted special clearances required in

connection with USIA duties; relevant

data may be disclosed in advising duly

authorized security officers of other

agencies of significant security

information in the file of a USIA

employee or applicant; relevant data

may be disclosed in advising the Office

of Personnel Management that

significant security or suitability

information was developed or obtained

regarding an applicant or employee;

USIA investigative material having

counter-intelligence significance may be

disclosed to other U.S. Government

agencies with responsibilities in that

area; records may be used by the

Director of M/S in correspondence and

contacts with officials of other

Government agencies when it becomes

necessary to inform them of information

available to the USIA Office of Security.

Also see Prefatory Statement of

General Routine Uses.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records kept in file folders.

RETRIEVABILITY:

By name of individual to whom

record pertains, and number assigned

(chronologically) to each file. Names are

filed alphabetically in card index, and

index cards provide file numbers.

SAFEGUARDS:

1. Authorized Users: Employees of the

Records Management Unit, and all other

employees of M/S, with the exception of

Guard Staff.

2. Physical safeguards: Files are

maintained in a secure which during

duty hours is staffed by Records Unit

personnel. Room is locked and alarmed

during non-duty hours. Files in

possession of other authorized users are

kept in approved safe or locked cabinets

when not in use and during non-duty

hours. Entire building is secured during

non-duty hours, and security guards

patrol.

3. Procedural (or technical)

safeguards: Records management Unit

personnel furnish files to other

authorized users in exchange for

properly executed ‘‘Chargeout Record’’

form. Records Management Unit is

provided properly executed ‘‘Recharge’’

form if file is passed from one

authorized user to another. All

personnel having routine access to

records have top secret security

clearances.

4. Citation of Implementing

Guidelines: Volume 12, Foreign Affairs

Manual, Chapter 500, Executive Order

12958, and the Privacy Act of 1974 (5

U.S.C. 552a). Top secret records are

maintained separately in accordance

with provisions of 12 FAM 500.

RETENTION AND DISPOSAL:

Files pertaining to employees,

contractors, and others whose

relationship with USIA required a
10658 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

security clearance or certification may

be transferred to Washington National

Records Center after individual leaves

Agency. Records may be destroyed upon

notification of death or not later than

five years after separation or transfer of

employee or termination of contract,

whichever is applicable. Files

pertaining to unsuccessful applicants

may be transferred to Washington

National Records Center 120 days after

non-selection, and destroyed ten years

after date of last action; index and crossindex cards may be destroyed as files

are destroyed. All destruction under

appropriate security controls.

SYSTEM MANAGERS AND ADDRESS:

Director, Office of Security, USIA, 301

4th Street., SW, Washington, DC 20547.

NOTIFICATION PROCEDURES:

Director, Office of Security, USIA, 301

4th Street, SW., Washington, DC 20547.

Provide full name, name(s) used while

affiliated with or an applicant to USIA,

and date and place of birth.

RECORD ACCESS PROCEDURE:

Persons requesting access should

furnish full name, including name(s)

while affiliated with or when applicant

was with USIA, date and place of birth,

present mailing address including zip

code, and telephone number (optional)

to the Chief, FOIA/Privacy Act Unit,

USIA, 301 4th Street, SW., Washington,

DC 20547. To request another

individual’s file, the requester must

have a notarized signed statement from

the individual to whom the file pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

The right to contest records is limited to

information which is incomplete,

irrelevant incorrect or untimely.

RECORD SOURCE CATEGORIES:

Biographic and personal history

information furnished voluntarily by the

subject individual on application and

security forms; the subject individual

during personal interviews; reports of

investigation conducted by M/S; reports

of investigation conducted by the Office

of Personnel Management, Department

of State, Federal Bureau of Investigation

and other Government agencies; other

Federal agencies, state and local law

enforcement agencies, credit bureaus,

current and former employers,

supervisors, co-workers, schools,

teachers, rental and real estate agencies,

landlords, neighbors, references and

other acquaintances; records of

professional organizations, baptismal

records and medical records;

counterintelligence reports relating to

USIA interests which are furnished by

other Federal agencies; various public

records and indices such as those

produced by committees of Congress;

other elements of USIA; employees of

USIA, employees of other Government

agencies, nongovernment entities, and

members of the public at large who

occasionally furnish information to M/

S in the interests of national security or

the integrity of the Federal service;

photographs from Security

Identification Card File (USIA–39).

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Records in this system of the types

described in 5 U.S.C. 552a(k)(1), (k)(2)

and (k)(5) may be exempted from 5

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

(e)(4)(H), (e)(4)(I) and/or (f). See 22 CFR

505.15.

USIA–39

SYSTEM NAME:

Security Identification Cards and

Automated Access Control Files—M/S.

SYSTEM LOCATION:

Office of Security, United States

Information Agency (USIA), 301 4th

Street, SW., Washington, DC 20547.

SECURITY CLASSIFICATION:

All records are unclassified.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Current employees of USIA, some

contractors, members of advisory

committees, student interns, and

persons on detail from other

Government agencies. System also

contains photographs of dependents of

some employees traveling overseas.

CATEGORIES OF RECORDS IN THE SYSTEM:

Identificaiton card and related

information including full face

photograph, electronic signature, social

security number, date of birth, access

code(s), citizenships code, department,

position sensitivity, security clearance,

M/S file number (USIA–38), authorized

access in USIA buildings.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Executive Order 10450 dated April

27, 1953, as amended, and Executive

Order 12968 dated April 2, 1995, and

Executive Order 12958 of April 17,

1995.

PURPOSE(S):

Provide positive identification of

employees, contractors and others for

entry into and movement within USIA

premises.

Provide passport and visa

photographs to employees and their

dependents for use during official

travel.

Provide photographs for use by the

Office of Public Liaison and other USIA

elements having official need for visual

identification records.

Provide photographs to employees for

other official uses. Provide automated

records of access to select areas/

facilities within USIA buildings.

ROUTINE USES OF RECORDS MAINTAINED,

INCLUDING CATEGORIES OF USERS AND THE

PURPOSES OF SUCH USES:

Employees may use identification

cards to verify USIA employment when

seeking entry to other U.S. Government

agencies with which they have official

business.

Disclosure may be made to other

Government agencies having statutory

authority or other lawful authority to

receive such information.

Also see Prefatory Statement of

General Routine Uses.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Records and photographs are stored

in/on paper envelopes if identification

card issued before June 1995. All other

records and photographs are stored in

electronic form (magnetic disk).

RETRIEVABILITY:

Name, social security number, ID card

number, and any combination of search

criteria formed from other related fields

(see Categories of Records in the

System) which are met.

SAFEGUARDS:

1. Authorized users: Access is limited

to employees of the Physical Security

Division and authorized investigative

personnel.

2. Physical safeguards: Records and

photographs are stored in lockable steel

cabinets located in rooms with limited

access during duty hours. During nonduty hours, the room is locked and

alarmed.

3. Procedural (or Technical)

Safeguards: Electronic records are

safeguarded from unauthorized

disclosure/modification through use of

physical access controls and ID/

password usage.

RETENTION AND DISPOSAL:

Records remain in system as long as

person to whom they pertain is

employed by or affiliated with USIA,

Records of former employees and

persons with past affiliations are placed

in security files (USIA–37) and retained

and destroyed with those records and/

or are retained in their electronic format
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10659

for five years. All destruction is

accomplished under appropriate

security controls.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Physical Security Division,

Office of Security, USIA, 301 4th Street,

SW, Washington, DC 20547.

NOTIFICATION PROCEDURES:

Chief, Physical Security Division,

Office of Security, USIA, 301 4th Street,

SW, Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Persons requesting access should

furnish full name, date of birth, present

mailing address (including zip code),

and telephone number to the Chief, FOI/

Privacy Act Unit, USIA, 301 4th Street,

SW, Washington, DC 20547.

Documentary proof of identity may be

required if there is reason to question

whether the requester is the subject of

the record.

Subject of record may request an

accounting of disclosures.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

The right to contest records is limited to

information which is incomplete,

irrevelant, incorrect or untimely.

RECORD SOURCE CATEGORIES:

Personnel Security and Integrity

Records (USIA—38), photographs, and

access control readers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–40

SYSTEM NAME:

Locator Cards—M/TN.

SYSTEM LOCATION:

Office of Technology, Networks and

System Support Division, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUAL COVERED BY THE

SYSTEM:

Past and present domestic employees

of USIA.

CATEGORIES OF RECORDS IN THE SYSTEM:

Locator card prepared for each

domestic employee, containing the

name, social security number, office

location, telephone number, home

address and telephone number of

person to contact in case of emergency.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

USIA’s Manual of Operations and

Administration, part II 495.1.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

To assist USIA elements and others in

locating employees; basic input source

for telephone directory; also see

Prefatory Statement of General Routine

Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

The information may also be released

to other government agencies who have

statutory or other lawful authority to

maintain such information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Material maintained on index cards.

RETRIEVABILITY:

Filed alphabetically by name, sorted

as active and inactive.

SAFEGUARDS:

Card maintained in index card boxes

which are locked in bar-lock cabinets

after working hours.

RETENTION AND DISPOSAL:

Cards retained for one year after

departure of employee and disposed of

by shredding.

SYSTEM MANAGERS AND ADDRESS:

Chief, Operations Branch, USIA, 301

4th Street, SW, Washington, DC 20547

RECORD ACCESS PROCEDURE:

Persons requesting access should

furnish full name, including names(s)

while affiliated with or when applicant

was with USIA, date and place of birth,

present mailing address including zip

code, and telephone number (optional)

to the Chief, FOIA/Privacy Act Unit,

USIA, 301 4th Street, SW, Washington,

DC 20547. To request another

individual’s file, the requester must

have a notarized signed statement from

the individual to whom the file pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 322 CFR part 505.

RECORD SOURCE CATEGORIES:

The individual on whom information

is maintained.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–34

SYSTEM NAME:

Office of Civil Rights Complaint

Files—OCR.

SYSTEM LOCATION:

Office of Civil Rights, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Any grieved employee with USIA

who believes she or he has been

discriminated against because of race,

color, religion, sex, national original,

age, and/or handicap, or retaliated

against for having filed a previous

compliant of discrimination, and who

has consulted with an Office of Civil

Rights Counselor of the Agency or a

member of the OCR staff about the

matter.

AUTHORITY FOR MAINTENANCE IN THE SYSTEM:

42 U.S.C. 2000e–16; 29 U.S.C. 633a;

29 U.S.C. 206(d).

PURPOSE(S):

To record actions taken, with

verifying statements, regarding

employees’ and employment applicants’

complaints of discrimination.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USERS:

Principal users of this information

outside the Agency are the Department

of Justice and the Merit Systems

Protection Board. The information may

also be released to other government

agencies having statutory or other

lawful authority to maintain such

information.

Information is made available on a

need-to-know basis to personnel of the

Agency as may be required in the

performance of their official duties. Also

see Prefatory Statement of General

Routine Uses.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Partially automated system. Most

information is stored in paper folders;

however, some is also maintained on

computer disks.

SAFEGUARDS:

Access is limited to OCR staff and

contract EEO investigators. Records are

stored in cabinets with bar locks. Files

are not removed from the OCR office;

however, copies are provided to
10660 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

complainant and/or complainant

representative, and may be provided to

authorized government agencies.

Computer-stored data is accessed by use

of password known only to OCR

officials. Maintained as per USIA MOA,

V–A (Domestic), Sections 560–565.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Civil Rights, USIA,

301 4th Street, SW, Washington, DC

20547.

NOTIFICATION PROCEDURES:

Director, Office of Civil Rights, USIA,

301 4th Street, SW, Washington, DC

20547.

The individual must furnish name,

status (current or former employee,

applicant, etc.), reason for inquiry,

address and telephone number, and

social security number.

RECORD ACCESS PROCEDURE:

Persons requesting access should

furnish full name, including name(s)

while affiliated with or when applicant

was with USIA, date and place of birth,

present mailing address including zip

code, and telephone number (optional)

to the Chief, FOIA/Privacy Act Unit,

USIA, 301 4th Street, SW, Washington,

DC 20547. To request individual’s file,

the requester must have a notarized

signed statement from the individual to

whom the file pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Personal interviews, affidavits, USIA

Personnel and Employment Records and

Procedures. Transcript of Hearings, and

related correspondence.

EXEMPTION CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–42

SYSTEM NAME:

Office of Civil Rights General Files—

OCR.

SYSTEM LOCATION:

Office of Civil Rights, United States

Information Agency (USIA), 301 4th

Street, SW., Washington, DC 20547.

SECURITY CLASSIFICATION:

Some documents may be classified

confidential.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Employees of the Agency, applicants

for positions in the Agency,

organizations and institutes of higher

education applying for grants from the

Agency, recruitment contacts,

prominent individuals who may be

appropriate contacts for promotion

panels, speakers, Amparts, electronic

media experts, and other individuals

with whom the office is in contact, such

as contractors and consultants.

CATEGORIES OF RECORDS IN THE SYSTEM:

Copies of applications, resumes,

correspondence and bibliographical

information regarding the individuals

covered by the system, including

memoranda to the files of employees

covered by the system, who seek career

counseling. General administrative files,

including those dealing with travel,

budget, training and personnel matters.

Various affirmative action plans,

correspondence with Agency officials,

and others such as correspondence with

other agencies and individuals

requesting information. Chron files and

historical files outlining a variety of

actions taken by the office and others in

the area of EEO and Civil Rights.

Computer generated lists of employees,

and statistical studies of various parts of

the Agency. Medical records of

applicants and employees with

disabling conditions and compliance

records containing information about

the EEO status of Agency grantee

organizations and action taken on their

applications.

AUTHORITY FOR MAINTENANCE IN THE SYSTEM:

29 CFR parts 1613 et seq.

PURPOSE(S):

To enable the office to carry out

activities designed to recruit, hire, train,

promote, assign and otherwise provide

equal employment opportunity to

employees of and applicants for

employment in the USIA. Compliance

Review files containing information

about grant applicant’s implementation

of Titles VI, VII, and IX of the Civil

Rights Act of 1964, as amended, the

Rehabilitation Act of 1974, as amended,

and the Age Discrimination in

Employment Act, as amended, enable

the office to monitor and implement

Federal regulations as stipulated in

these statutes.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USE:

See Standardized General Routine

Uses (not including 12 through 18). Also

this information is made available on a

need-to-know basis to Personnel

Officers of the USIA as may be required

in the performance of their duties. It

may also be provided to Congressional

Committees, individual Members of

Congress, the White House, the

Department of Justice, the Office of

Personnel Management, the Equal

Employment Opportunity Commission

and to other government entities who

have statutory or other lawful authority

to maintain such information.

Compliance Review information may

also be released to grant applicants on

request. Also see Prefatory Statement of

General Routine Uses.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

The system is partially automated.

Some information is also maintained on

discs, and some in paper folders:

RETRIEVABILITY:

Records are retrieved by name and

types of activities, i.e., affirmative action

plans, travel, training, Amparts, etc.

SAFEGUARDS:

1. Authorized users include OCR staff

members and contract EEO investigators

who are authorized to have access to the

system of records in the performance of

their duties.

2. Physical safeguards include barlocked safes, back-up discs, fire

extinguisher within twenty feet, security

guard patrol (off-duty hours).

3. Procedural safeguards include

separate maintenance of tables linking

codes, data encryption, security

software providing restricted commands

programs, employee training,

procedures for recording and reporting

security violations, computer log-on

codes. Contract investigator has security

clearance and is supervised by an OCR

staff member.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Civil Rights, USIA

301 4th Street, SW., Washington, DC

20547.

NOTIFICATION PROCEDURE:

Director, Office of Civil Rights, USIA,

301 4th Street, SW., Washington, DC

20547.

The individual must furnish name,

status (current or former employee,

applicant, etc.), reason for inquiry,

address and telephone number, and

social security number.

RECORD ACCESS PROCEDURE:

Persons requesting access should

furnish full name, including name(s)

while affiliated with or when applicant

was with USIA, date and place of birth,

present mailing address including zip

code, and telephone number (optional)

to the Chief, FOIA/Privacy Act Unit,

USIA, 301 4th Street, SW., Washington,
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10661

DC 20547. To request another

individual’s file, the requester must

have a notarized signed statement from

the individual to whom the file pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Correspondence, memos of

conversation, Agency records of

personnel actions, published

biographical sources.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–43

SYSTEM NAME:

Minority Group Data—OCR.

SYSTEM LOCATION:

Office of Civil Rights, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

All employees of USIA and some

applicants for employment in USIA.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records are categorized by name,

race, sex, national origin, age, grade or

wage level, handicap or lack thereof and

may contain medical records.

AUTHORITY FOR MAINTENANCE IN THE SYSTEM:

29 CFR 1613.301, 29 CFR 1613.302.

PURPOSE(S):

To compile statistical records of

women, minorities, and individuals

with disabling conditions who are

considered for employment, hired,

promoted, assigned, training, awarded,

disciplined, and/or separated or who

resign from USIA. To measure EEO

progress and to identify problems.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USE:

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties, in

implementing affirmative action plans

and in processing complaints of

discrimination. Information is not

normally available to individuals or

agencies outside the USIA, but records

may be released to other government

agencies having a statutory or other

lawful authority to maintain such

information. The principal users of this

information outside of USIA are the

Equal Employment Opportunity

Commission, the Office of Personnel

Management, the Department of Justice,

the Department of State, and the

Congress. Also see Prefatory Statement

of General Routine Uses.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records and computer disks.

RETRIEVABILITY:

By name, race, sex, age, handicap,

national origin, agency location, date of

entry or separation, date of last

promotion, grade or wage level.

SAFEGUARDS:

1. Authorized users are members of

the OCR staff and certain authorized

members of the Office of Personnel,

Policy and Services Staff.

2. Physical safeguards include barlocked safes, back-up discs, fire

extinguisher within twenty feet, security

guard patrol (off-duty hours).

3. Procedural safeguards include

separate maintenance of tables linking

codes, data encryption, security

software providing restricted commands

programs, employee training,

procedures for recording and reporting

security violations. Contractors are

supervised by employees with security

clearances.

4. The source of security standards is

29 CFR 1613.301 et seq.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Civil Rights, USIA,

301 4th Street, SE, Washington, DC

20547.

NOTIFICATION PROCEDURE:

Director, Office of Civil Rights, USIA,

301 4th Street, SW, Washington, DC

20547.

RECORD ACCESS PROCEDURE:

Persons requesting access should

furnish full name, including name(s)

while affiliated with or when applicant

was with USIA, date and place of birth,

present mailing address including zip

code, and telephone number (optional)

to the Chief, FOIA/Privacy Act Unit,

USIA, 301 4th Street, SW, Washington,

DC 20547. To request another

individual’s file, the requester must

have a notarized signed statement from

the individual to whom the file pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

From the employee or applicant

concerned, USIA personnel data, visual

inspection of the employee or applicant.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–44

SYSTEM NAME:

Senior Officer and Prominent

Employee Information—PL/USIA.

SYSTEM LOCATION:

Office of Public Liaison (PL), United

States Information Agency (USIA), 301

4th Street, SW., Washington, DC 20547.

SECURITY CLASSIFICATION:

None.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Leaders of the USIA and other

prominent employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

Photographs, biographic data sheets

and press releases.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Federal Records Act, 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USE:

For responding to press inquiries and

in the preparation of Agency press

releases concerning leaders of the USIA

and prominent employees. Also see

Prefatory Statement of General Routine

Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records and photographs in file

folders.

RETRIEVABILITY:

By name of the individual employee.

SAFEGUARDS:

Maintained in locked file cabinets.

RETENTION AND DISPOSAL:

Records are disposed of in accordance

with Federal Records Management

procedures.
10662 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

SYSTEM MANAGERS AND ADDRESS:

Director, Office of Public Liaison (PL),

USIA, 301 4th Street, SW., Washington,

DC 20547.

NOTIFICATION PROCEDURE:

Director, Office of Public Liaison (PL),

USIA, 301 4th Street, SW., Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW.,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

The Department of State Biographic

Register, ‘‘Who’s Who;’’ from the

individual concerned; and from press

releases concerning the individual.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–45

SYSTEM NAME:

Office of Research—R.

SYSTEM LOCATION:

Office of Research, United States

Information Agency (USIA), 301 4th

Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

None. However a portion of the

records are classified at the level of

Confidential and Secret.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Job applicants, prospective

contractors or vendors, and any other

individuals from whom services

(compensated or not) may be formally

solicited by the Office of Research.

CATEGORIES OF RECORDS IN THE SYSTEM:

Re ́sume ́s, employment inquiries, and

related correspondence, and records on

the security clearance status of

prospective vendors.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Federal Record Act of 1950, as

amended, 44 U.S.C. 3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

To review qualifications of candidates

for employment, to comply with

security regulations in procurement

actions or when soliciting services from

outsiders. Also see Prefatory Statement

of General Routine Uses.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders.

RETRIEVABILITY:

Indexed alphabetically by individual

name.

SAFEGUARDS:

Maintained in bar-locked file cabinets

or combination lock safes.

RETENTION AND DISPOSAL:

Records on security clearance status

of contractors and vendors are

maintained indefinitely; employee

applications and inquiries are retained

for two years or as long as there is an

interest or prospect of employment of

the individual with disposal in

accordance with internal disposal

requirements.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Research, USIA,

301 4th Street, SW, Washington, DC

20547.

NOTIFICATION PROCEDURE:

Director, Office of Research, USIA,

301 4th Street, SW, Washington, DC

20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

From the individuals concerned and

from USIA’s Office of Security.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–46

SYSTEM NAME:

Americans Residing in Foreign

Countries—USIA.

SYSTEM LOCATION:

The United States Information Agency

(USIA) maintains establishments

overseas in 147 foreign countries which

are designated as mission posts, branch

posts, regional service centers, VOA

relay stations and media extensions. A

current listing of names and addresses

of overseas establishments is not

considered practical for Privacy Act

purposes due to the fact that such a list

would require frequent amendment.

Changing of office locations, opening of

new offices, closing of established

offices and realignment of geographic

areas have become practical realities in

conducing the Agency’s mission

overseas. Individuals who feel that

records pertaining to themselves are

maintained at any of our overseas

locations may contact the Director,

USIA, 301 4th Street, SW, Washington,

DC 20547. The Agency maintains a

current listing of overseas posts, which

is available to the public as indicated in

22 CFR ch. V, § 504.2.

SECURITY CLASSIFICATION:

None.

CATEGORIES AND INDIVIDUALS COVERED BY THE

SYSTEM:

American citizens and aliens

admitted for permanent U.S. residence

who are residing overseas, i.e.,

journalists, businessmen, scholars,

artists, representatives of other U.S.

government agencies, missionaries.

CATEGORIES OF RECORDS IN THE SYSTEM:

Name and addresses.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Pub. L. 80–402, Information and

Educational Exchange Act of 1948, as

amended; Federal Records Act 44 U.S.C.

3101.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Distribution of printed matter;

invitation lists of official social

functions and programs; selection of

candidates for temporary employment,

as needed; location of specialists to

arrange, conduct, appear in or appraise

Agency programs organized overseas;

press briefings for American journalists

residing in foreign countries; appraisal

for American specialists whose services

are utilized in Agency programming

overseas.

Also see Prefatory Statement of

General Routine Uses.
Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices 10663

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Addressograph plates or paper

records in file folders.

RETRIEVABILITY:

By name of the individual.

SAFEGUARDS:

Records are kept in locked file

cabinets or in locked rooms when not is

use.

RETENTION AND DISPOSAL:

Records are updated regularly and

plates or paper files no longer useful or

current are destroyed.

SYSTEM MANAGER(S) AND ADDRESS:

See ‘‘System Location’’ above.

NOTIFICATION PROCEDURE:

Director, USIA, 301 4th Street, SW,

Washington, DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules for access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Information obtained from the

individuals concerned.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

USIA–47

SYSTEM NAME:

Overseas Personnel Files and

Records—USIA.

SYSTEM LOCATION:

The United States Information Agency

(USIA) maintains establishments

overseas in 147 foreign countries which

are designated as mission posts, branch

posts, regional service centers, VOA

relay stations and media extensions. A

current listing of names and addresses

of overseas establishments is not

considered practical for Privacy Act

purposes due to the fact that such a list

would require frequent amendment.

Changing of office locations, opening of

new offices, closing of established

offices and realignment of geographic

areas have become practical realities in

conducting the Agency’s mission

overseas. Individuals who feel that

records pertaining to themselves are

maintained at nay of our overseas

locations may contact the Freedom of

Information Unit (GC/FOI) of the United

States Information Agency (USIA), 301

4th Street, SW, Washington, DC 20547.

SECURITY CLASSIFICATION:

Some of the records are classified at

the level of Confidential and Secret.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Foreign Service employees of the U.S.

Information Agency who are serving or

have served at any of the Agency’s

overseas establishments.

CATEGORIES OF RECORDS IN THE SYSTEM:

Personnel evaluation reports, travel

orders, personnel action forms, payroll

change forms, residency and

dependency reports, correspondence

related to transfer of duty station or

training assignments.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Foreign Service Act of 1980.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Maintained for convenience due to

separation from main office; for use by

senior USIA officers at overseas

establishments in evaluating the

performance of subordinate officers; for

planning future staffing requirements,

dates of reassignment of officers,

entitlement to foreign service

allowances, home address and next of

kin in the United States in case of

emergency, settlement of personal

business after departure of employee

from the overseas establishment. Also

see Prefatory Statement of General

Routine Uses.

Information is made available on a

need-to-know basis to personnel of the

USIA as may be required in the

performance of their official duties.

Information in these records is not

normally available to individuals or

agencies outside the USIA but records

may be released to other government

agencies who have statutory or other

lawful authority to maintain such

information.

The principal user of this information

outside the USIA is the Department of

State.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records in file folders.

RETRIEVABILITY:

Alphabetically by name of individual.

SAFEGUARDS:

Maintained in locked file cabinets.

RETENTION AND DISPOSAL:

Some information is kept as long as

an employee remains with USIA, while

other information is destroyed three

years after employee’s departure from

post. (Reference USIA’s Manual of

Operations and Administration, Part III,

Exhibit 630–A–3, page 3.)

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Foreign Service Personnel

Division, Office of Human Resources,

USIA, 301 4th Street, SW, Washington,

DC 20547.

NOTIFICATION PROCEDURE:

Chief, Foreign Service Personnel

Division, Office of Human Resources,

USIA, 301 4th Street, SW., Washington,

DC 20547.

RECORD ACCESS PROCEDURE:

Requests from individuals should be

addressed to: Chief, FOIA/Privacy Act

Unit, USIA, 301 4th Street, SW.,

Washington, DC 20547. To request

another individual’s file, the requester

must have a notarized signed statement

from the individual to whom the file

pertains.

CONTESTING RECORD PROCEDURES:

The Agency’s rules fro access and for

contesting contents and appealing

determinations by the individual

concerned appear in 22 CFR part 505.

RECORD SOURCE CATEGORIES:

Documents contained in these records

include both materials generated by the

Agency’s Foreign Service Personnel

Division and by other elements of the

U.S. Information Agency or, in some

instances, by the Department of State.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

Not applicable.

Appendix I—Prefatory Statement of

General Routine Uses

The following routine uses apply to

and are incorporated by reference into

each system of records set forth above.
10664 Federal Register / Vol. 62, No. 45 / Friday, March 7, 1997 / Notices

1. In the event that a system of records

maintained by the Agency to carry out

its function indicates a violation or

potential violation of law, whether civil,

criminal or regulatory in nature, and

whether arising by general statute or

particular program pursuant thereto, the

relevant records in the system of records

may be referred, as a routine use, to the

appropriate agency, whether federal,

state, local or foreign, charged with the

responsibility of investigating or

prosecuting such violation or charged

with enforcing or implementing the

statute, or rule, regulation or order

issued pursuant thereto.

2. A record from this system of

records may be disclosed, as a routine

use, to a Federal, state, or local agency

maintaining civil, criminal or other

relevant enforcement information or

other pertinent information, such as

current licenses, if necessary to obtain

information relevant to an Agency

decision concerning the hiring or

retention of an employee, the issuance

of a security clearance, the letting of a

contract, or the issuance of a license,

grant or other benefit.

3. A record from this system of

records may be disclosed, as a routine

use, to a Federal agency, in response to

its request, in connection with the

hiring or retention of an employee, the

issuance of a security clearance, the

reporting of an investigation of an

employee, the letting of a contract, or

the issuance of a license, grant or other

benefit by the requesting agency, to the

extent that the information is relevant

and necessary to the requesting agency’s

decision on the matter.

4. A record from this system of

records may be disclosed, as a routine

use, in the course of presenting

evidence to a court, magistrate or

administrative tribunal, including

disclosure to opposing counsel in the

course of settlement negotiations.

5. A record in this system of records

which contains medical information

may be disclosed, as a routine use, to

the medical advisor of any individual

submitting a request for access to the

record under the Act and 22 CFR part

505 if, in the sole judgment of the

Agency, disclosure could have an

adverse effect upon the individual,

under the provisions of 5 U.S.C.

552a(f)(3) and implementing regulations

at 22 CFR 505.6.

6. The information contained in this

system of records will be disclosed to

the Office of Management and Budget in

connection with the review of private

relief legislation as set forth in OMB

Circular No. A–19 at any stage of the

legislative coordination and clearance

process as set forth in that Circular.

7. A record from this system of

records may be disclosed to an

authorized appeal grievance examiner; a

formal complaints examiner; an equal

employment opportunity investigator;

an arbitrator or other duly authorized

official engaged in investigation or

settlement of a grievance, complaint or

appeal filed by an employee. A record

from this system of records may be

disclosed to the Office of Personnel

Management in accordance with the

Agency’s responsibility for evaluation

and oversight of Federal personnel

management.

8. A record from this system of

records may be disclosed to authorized

employees of a Federal agency for

purposes of audit.

9. Disclosure may be made to a

congressional office from the record of

an individual in response to an inquiry

from the congressional office made at

the request of that individual.

10. A record from this system of

records may be disclosed, as a routine

use, to the Department of State and its

posts abroad for the purpose of

transmission of information between

organizational units of the Agency, or

for purposes related to the

responsibilities of the Department of

State in conducting foreign policy or

protecting United States citizens, such

as the assignment of employees to

positions abroad, the reporting of

accidents abroad, evacuation of

employees and dependents, and other

purposes for which officers and

employees of the Department of State

have a need for the records in the

performance of their official duties.

11. A record in this system of records

may be disclosed, as a routine use, to a

foreign government or international

agency when necessary to facilitate the

conduct of U.S. relations with that

government or agency through the

issuance of such documents as visas,

country clearances, identification cards,

drivers’ licenses, diplomatic lists,

licenses to import or export personal

effects, and other official documents

and permits routinely required in

connection with the official service or

travel abroad of the individual and her

or his dependents.

12. A record in this system of records

may be disclosed, as a routine use, to

Federal agencies with which the Agency

has entered into an agreement to

provide services to assist the Agency in

carrying out its functions under the

Foreign Assistance Act of 1961, as

amended. Such disclosures would be for

transmitting information between

organizational units of the Agency, for

providing to the original employing

agency information concerning the

services of its employee while under the

supervision of the Agency, including

performance evaluations, reports of

conduct, awards and commendations

and information normally obtained in

the course of personnel administration

and employee supervision, or for

providing other information directly

related to the purpose of the interagency agreement as set forth therein,

and necessary and relevant to its

implementation.

13. A record in this system of records

may be disclosed, as a routine use, to

the Department of Justice to determine

whether disclosure thereof is required

by the Freedom of Information Act (5

U.S.C. 552).

14. A record in this system of records

may be disclosed, as a routine use,

when the information is subject to

exemption under the Freedom of

Information Act (5 U.S.C. 552), but the

Agency, in its discretion, determines not

to assert the exemption.

15. A record from this system of

records may be disclosed, as a routine

use, only to state and local taxing

authorities with which the Secretary of

the Treasury has entered into

agreements and only to those state and

local taxing authorities for which the

employee is subject to tax (whether or

not tax is withheld).

Signed at Washington, DC, this 26th day of

February 1997.

Les Jin,

General Counsel, United States Information

Agency.

[FR Doc. 97–5287 Filed 3–6–97; 8:45 am]

BILLING CODE 8230–01–M