Federal Register / Vol. 60, No. 217 / Thursday, November 9, 1995 / Notices 56769

SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Administration,

Building 94, FLETC, Glynco, GA 31524.

NOTIFICATION PROCEDURE:

The individual must provide full

name, Social Security Number, date of

birth, parent agency, type of course and

approximate dates of attendance to the

System Manager.

RECORD ACCESS PROCEDURES:

By formal letter to the System

Manager.

CONTESTING RECORDS PROCEDURES:

See ‘‘Record access procedures’’

above.

RECORD SOURCE CATEGORIES:

The trainee himself and members of

the staff responsible for the

administrative processing and training

of that individual.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Treasury/FLETC .004

SYSTEM NAME:

FLETC Administrative Records—

Treasury/FLETC.

SYSTEM LOCATION:

FLETC, Office of Administration,

Building 94, Glynco, GA 31524. Systems

are also located at the FLETC facilities

located in Artesia, NM and Tucson, AZ.

(See FLETC appendix A for addresses.)

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Students, current employees, past

employees, employees of client

agencies, contractor employees, guests,

and visiting personnel.

CATEGORIES OF RECORDS IN THE SYSTEM:

Access Control/ Identification,

Vehicle Registration and Driver

Violation, Equipment Control, Property

Pass/Accountability, Lost and Found,

Key Assignment, Safety and

Occupational Health Program, Security

Incident, Emergency Services,

Administrative Inquiry, and Instructor

Management records and Resource and

Marketing Mailing Lists.

AUTHORITY FOR THE MAINTENANCE OF THE

SYSTEM:

Treasury Order 140–01, dated

September 20, 1994.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

PURPOSES OF SUCH USES:

Disclosure to the contract employer,

the individual’s parent agency, and

Federal regulatory agencies on a ‘‘need

to know’’ basis. These records and

information in the records may be used

to: (1) Disclose pertinent information to

appropriate Federal, State, local or

foreign agencies responsible for

investigating or prosecuting the

violations of, or for enforcing or

implementing, a statute, rule,

regulation, order, or license, where the

disclosing agency becomes aware of an

indication of a violation or potential

violation of civil or criminal law or

regulation; (2) disclose information to a

Federal, State, or local agency,

maintaining civil, criminal or other

relevant enforcement information or

other pertinent information, which has

requested information relevant to or

necessary to the requesting agency’s or

the bureau’s hiring or retention of an

individual, or issuance of a security

clearance, license, contract, grant, or

other benefit; (3) disclose information to

a court, magistrate, or administrative

tribunal in the course of presenting

evidence, including disclosures to

opposing counsel or witnesses in the

course of civil discovery, litigation, or

settlement negotiations, in response to a

subpoena, or in connection with

criminal law proceedings; (4) disclose

information to foreign governments in

accordance with formal or informal

international agreements; (5) provide

information to a congressional office in

response to an inquiry made at the

request of the individual to whom the

record pertains; (6) provide information

to the news media in accordance with

guidelines contained in 28 CFR 50.2

which relate to an agency’s functions

relating to civil and criminal

proceedings; (7) provide information to

unions recognized as exclusive

bargaining representatives under the

Civil Service Reform Act of 1978, 5

U.S.C. 7111 and 7114; (8) provide

information to third parties during the

course of an investigation to the extent

necessary to obtain information

pertinent to the investigation.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, DISPOSING

OF RECORDS IN THE SYSTEM:

STORAGE:

Various electronic mediums and

paper files.

RETRIEVABILITY:

Name, Social Security Number,

employer, and/or organizational

element.

SAFEGUARDS;

Physical security, personnel screening

and computer passwords are all used to

prevent unauthorized disclosure of

records.

RETENTION AND DISPOSAL:

Disposition as prescribed by the

General Records Schedules.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Administration,

Building 94, FLETC, Glynco, GA 31524.

NOTIFICATION PROCEDURE:

The individual must provide full

name, social security number, and dates

of duty at the Center to the System

Manager.

RECORD ACCESS PROCEDURES:

By written request to the System

Manager.

CONTESTING RECORD PROCEDURES:

See ‘‘Record access procedures’’

above.

RECORD SOURCE CATEGORIES:

The individual on whom the record is

maintained, client agencies, employers,

and the FLETC.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

FLETC Appendix A

Federal Law Enforcement Training Center

Glynco, GA 31524

Federal Law Enforcement Training Center

Washington Office 650 Massachusetts

Avenue, NW Washington, DC 20226

Federal Law Enforcement Training Center

Artesia Facility 1300 W. Richey Avenue

Artesia, NM 88210

Federal Law Enforcement Training Center

Building 4310, 3rd Fl Davis–Monthan

Air Force Base Tucson, AZ 85707

BILLING CODE: 4810–32–F

Financial Management Service

Treasury/FMS .001

SYSTEM NAME:

Administrative Records—Treasury/

Financial Management Service.

SYSTEM LOCATION:

Financial Management Service, U.S.

Department of the Treasury, Prince

George Metro Center II, 3700 East–West

Highway, Room 135, Hyattsville, MD

20782. Also, please see appendix I.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Financial Management Service

personnel.

CATEGORIES OF RECORDS IN THE SYSTEM:

(1) Motor Vehicle Drivers Permits. (2)

Motor Vehicle Accident Reports. (3)

Parking Permits. (4) Distribution List of

individuals requesting various Treasury

publications. (5) Treasury Credentials.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301.
56770 Federal Register / Vol. 60, No. 217 / Thursday, November 9, 1995 / Notices

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

These records and information in the

records may be used to: (1) Disclose to

GSA for drivers permits, parking

permits, accident reports, and

credentials; (2) disclose to GPO for

servicing public on Treasury

publications.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, DISPOSING

OF RECORDS IN THE SYSTEM:

STORAGE:

Hardcopy and microcomputer.

RETRIEVABILITY:

By name and by Treasury publication.

SAFEGUARDS:

Locked containers. Administrative

Procedure – names are not given to

anyone except those who control the

listing.

RETENTION AND DISPOSAL:

(1) Motor Vehicle Drivers Permits –

destroy 3 years from date of separation

or 3 years after rescission of

authorization. (2) Distribution List –

destroy one year after declared obsolete.

(3) Motor Vehicle Accident Reports –

six years after closure of the case. (4)

Parking permits and Treasury

Credentials – destroy 3 months after

return to issuing officer.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Facilities Management

Division, Financial Management

Service, U.S. Department of the

Treasury, Prince George Metro Center II,

3700 East–West Highway, Room 127,

Hyattsville, MD 20782.

NOTIFICATION PROCEDURE:

Inquiries under the Privacy Act of

1974 shall be sent to the Disclosure

Officer, Financial Management Service,

U.S. Department of the Treasury, Liberty

Center Building, 401 14th St., SW,

Washington, DC 20227. All individuals

making inquiries should provide with

their request as much descriptive matter

as is possible to identify the particular

record desired. The Systems Manager

will advise as to whether the Service

maintains the record requested by the

individual.

RECORD ACCESS PROCEDURES:

Individuals requesting information

under the Privacy Act of 1974

concerning procedures for gaining

access or contesting records should

write to the Disclosure Officer at the

address shown above. All individuals

are urged to examine the rules of the

U.S. Department of the Treasury

published in 31 CFR part 1, subpart C

concerning requirements of this

Department with respect to the Privacy

Act of 1974.

CONTESTING RECORD PROCEDURES:

See ‘‘Record access procedures’’

above.

RECORD SOURCE CATEGORIES:

Financial Management Service

personnel.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Appendix to FMS .001

Motor Vehicle Drivers Permits:Prince George

Center II3700 East—West Highway,

Hyattsville, MD 20782

Motor Vehicle Accident Reports:(1) Prince

George Metro Center II, 3700 East—West

Highway, Room 135, Hyattsville, MD

20782.(2) Ardmore East Business Center

3361–L 75th Avenue Landover, MD 20785

Parking Permits:Prince George Center II3700

East—West Highway, Room 127Hyattsville,

MD 20782

Distribution List:(1) Ardmore East Business

Center 3361–L 75th Avenue Landover, MD

20785(2) Liberty Center Building 401 14th

Street, SW, Room 259 Washington, DC

20227

Treasury Credentials:Prince George Metro

Center II3700 East—West Highway, Room

158–B,Hyattsville, MD 20782.

Treasury/FMS .002

SYSTEM NAME:

Payment issue records for regular

recurring benefit payments—Treasury/

Financial Management Service.

SYSTEM LOCATION:

Financial Management Service, U.S.

Department of the Treasury, Liberty

Center Building, 401 14th Street, SW,

Washington, DC 20227. Records

maintained in Financial Centers in six

Regions: Austin, TX; Birmingham, AL;

Chicago, IL; Kansas City, KS;

Philadelphia, PA; and San Francisco,

CA. Also maintained in all Federal

Record Centers by NARA.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

(1) Beneficiaries of Title II of the Social

Security Act.

(2) Beneficiaries of Title XVI of the Social

Security Act.

(3) Beneficiaries of the Civil Service

Retirement System.

(4) Beneficiaries of the Railroad Retirement

System.

(5) Beneficiaries of the Department of

Veterans Affairs

(6) Holders of Series H and HH Bonds

(interest payment).

CATEGORIES OF RECORDS IN THE SYSTEM:

Payment issue records for regular

recurring benefit payments showing

name, check number and symbol, or

other identification, address, account

number, payment amount, and date of

issuance for each of the categories of

individuals listed above.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301; Executive Order 6166,

dated June 10, 1933.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

These records and information in the

records may be used to: (1) Disclose to

banking industry for payment

verification; (2) disclose to Federal

investigative agencies, Departments and

agencies for whom payments are made,

and payees; (3) disclose pertinent

information to appropriate Federal,

State, local or foreign agencies

responsible for investigating or

prosecuting the violations of, or for

enforcing or implementing, a statute,

rule, regulation, order, or license, where

the disclosing agency becomes aware of

an indication of a violation or potential

violation of civil or criminal law or

regulation; (4) disclose information to a

Federal, State, or local agency,

maintaining civil, criminal or other

relevant enforcement information or

other pertinent information, which has

requested information relevant to or

necessary to the requesting agency’s or

the bureau’s hiring or retention of an

individual, or issuance of a security

clearance, license, contract, grant, or

other benefit; (5) disclose information to

a court, magistrate, or administrative

tribunal in the course of presenting

evidence, including disclosures to

opposing counsel or witnesses in the

course of civil discovery, litigation, or

settlement negotiations, in response to a

subpoena, or in connection with

criminal law proceedings; (6) disclose

information to foreign governments in

accordance with formal or informal

international agreements; (7) provide

information to a congressional office in

response to an inquiry made at the

request of the individual to whom the

record pertains; (8) provide information

to the news media in accordance with

guidelines contained in 28 CFR 50.2

which relate to an agency’s functions

relating to civil and criminal

proceedings; (9) provide information to

unions recognized as exclusive

bargaining representatives under the

Civil Service Reform Act of 1978, 5

U.S.C. 7111 and 7114; and (10) provide

information to third parties during the

course of an investigation to the extent

necessary to obtain information

pertinent to the investigation.
Federal Register / Vol. 60, No. 217 / Thursday, November 9, 1995 / Notices 56771

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, DISPOSING

OF RECORDS IN THE SYSTEM:

STORAGE:

Microfilm–magnetic tape for

categories of individuals 1 through 6.

RETRIEVABILITY:

By account number.

SAFEGUARDS:

Computer password system, card–key

entry system, limited to authorized

personnel.

RETENTION AND DISPOSAL:

Indefinitely.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Disbursing Officer, Financial

Management Service, 401 14th Street,

SW, Washington, DC 20227.

NOTIFICATION PROCEDURE:

Inquiries under the Privacy Act of

1974 shall be addressed to the

Disclosure Officer, Financial

Management Service, 401 14th Street,

SW, Washington, DC 20227. All

individuals making inquiries should

provide with their request as much

descriptive matter as is possible to

identify the particular record desired.

The Systems Manager will advise as to

whether the Service maintains the

record requested by the individual.

RECORD ACCESS PROCEDURES:

Individuals requesting information

under the Privacy Act of 1974

concerning procedures for gaining

access or contesting records should

write to the Disclosure Officer at the

address shown above. All individuals

are urged to examine the rules of the

U.S. Department of the Treasury

published in 31 CFR, part 1, subpart C

concerning requirements of this

Department with respect to the Privacy

Act of 1974.

CONTESTING RECORD PROCEDURES:

See‘‘Record access procedures’’

above.

RECORD SOURCE CATEGORIES:

Voucher certifications by Departments

and agencies for whom payments are

made.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Treasury/FMS .003

SYSTEM NAME:

Claims and Inquiry Records on

Treasury checks, and International

claimants—Treasury/Financial

Management Service.

SYSTEM LOCATION:

Financial Management Service, U.S.

Department of the Treasury, Prince

George Metro Center II, 3700 East–West

Highway, Room 727D, Hyattsville, MD

20782.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

(1) Payees and holders of Treasury

checks, (2) Claimants awarded benefits

under the War Claims Act and the

International Claims Settlement Act of

1949.

CATEGORIES OF RECORDS IN THE SYSTEM:

(1) Treasury check claim file:

Treasury check, claim of payee with

name and address, settlement action

taken. (2) Awards for claims for losses

sustained by individuals.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301; (1) For Treasury check

claims – 31 U.S.C. 71 with delegation of

authority from Comptroller General of

the United States; (2) International

claims – 50 U.S.C. 2012; 22 U.S.C. 1627,

1641, 1642.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES.

(1) Information is routinely disclosed

to endorsers concerning checks for

which there is liability, Federal

agencies, State and local law

enforcement agencies, General

Accounting Office, Congressional offices

and media assistance offices on behalf

of payee claimants. (2) International

Claims – Information in files is used by

claimants (awardees) and their

representatives, Foreign Claims

Settlement Commission, and

Congressmen. These records and

information in the records may be used

to: (1) Disclose pertinent information to

appropriate Federal, State, local or

foreign agencies responsible for

investigating or prosecuting the

violations of, or for enforcing or

implementing, a statute, rule,

regulation, order, or license, where the

disclosing agency becomes aware of an

indication of a violation or potential

violation of civil or criminal law or

regulation; (2) disclose information to a

Federal, State, or local agency,

maintaining civil, criminal or other

relevant enforcement information or

other pertinent information, which has

requested information relevant to or

necessary to the requesting agency’s or

the bureau’s hiring or retention of an

individual, or issuance of a security

clearance, license, contract, grant, or

other benefit; (3) disclose information to

a court, magistrate, or administrative

tribunal in the course of presenting

evidence, including disclosures to

opposing counsel or witnesses in the

course of civil discovery, litigation, or

settlement negotiations, in response to a

subpoena, or in connection with

criminal law proceedings; (4) disclose

information to foreign governments in

accordance with formal or informal

international agreements; (5) provide

information to a congressional office in

response to an inquiry made at the

request of the individual to whom the

record pertains; (6) provide information

to the news media in accordance with

guidelines contained in 28 CFR 50.2

which relate to an agency’s functions

relating to civil and criminal

proceedings; (7) To provide information

to unions recognized as exclusive

bargaining representatives under the

Civil Service Reform Act of 1978, 5

U.S.C. 7111 and 7114, and (8) provide

information to third parties during the

course of an investigation to the extent

necessary to obtain information

pertinent to the investigation.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, DISPOSING

OF RECORDS IN THE SYSTEM:

STORAGE:

(1) Claim file folders, card/paper

checks, microfilm, and magnetic media.

(2) Correspondence files. (3) Claim file

folders.

RETRIEVABILITY:

(1) Name of payee and check number

and symbol. (2) Alpha cross–reference

to case number. (3) Name of claimant or

alpha reference to claim number.

SAFEGUARDS:

(1) Secured building, (2) Secured files

in secured building.

RETENTION AND DISPOSAL:

(1) Claim files and checks, six years

seven months; Microfilm, indefinitely.

(2) Correspondence files – seven years.

(3) Claim file folders – indefinitely.

SYSTEM MANAGER(S) AND ADDRESS:

Category 1: Director, Financial

Processing Division, Prince George

Metro Center II, 3700 East–West

Highway, Room 727D, Hyattsville, MD

20782. Category 2: Director, Funds

Management Division, Prince George

Metro Center II, 3700 East–West

Highway, Room 620D, Hyattsville, MD

20782.

NOTIFICATION PROCEDURE:

Inquiries under the Privacy Act of

1974 shall be addressed to the

Disclosure Officer, Financial

Management Service, 401 14th St., SW,

Washington, DC 20227. All individuals

making inquiries should provide with
56772 Federal Register / Vol. 60, No. 217 / Thursday, November 9, 1995 / Notices

their request as much descriptive matter

as is possible to identify the particular

record desired. The Systems Manager

will advise as to whether the Service

maintains the record requested by the

individual.

RECORD ACCESS PROCEDURES:

Individuals requesting information

under the Privacy Act of 1974

concerning procedures for gaining

access or contesting records should

write to: Disclosure Officer, Room 341–

A, Financial Management Service, U.S.

Department of the Treasury, 401 14th

Street, SW., Washington, DC 20227. All

individuals are urged to examine the

rules of the U.S. Department of the

Treasury published in 31 CFR part 1,

subpart C concerning requirements of

this Department with respect to the

Privacy Act of 1974.

CONTESTING RECORD PROCEDURES:

See ‘‘Record access procedures’’

above.

RECORD SOURCE CATEGORIES:

(1) Individual payees of Treasury

checks, endorsers of Treasury checks,

investigative agencies, contesting

claimants. (2) Awards certified to

Treasury for payment by Foreign Claims

Settlement Commission.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Treasury/FMS .005

SYSTEM NAME:

FMS Personnel Records—Treasury/

Financial Management Service.

SYSTEM LOCATION:

Financial Management Service, U.S.

Department of the Treasury, 401 14th

ST., SW, Washington, DC 20227;

Financial Management Service, U.S.

Department of the Treasury, Prince

George Metro Center II, 3700 East–West

Highway, Hyattsville, MD 20782.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

All Employees of Service (Separated

employees – in certain cases) and

applicants.

CATEGORIES OF RECORDS IN THE SYSTEM:

(1) Locator Cards. (2) Incentive

Awards Record. (3) Official Personnel

Folder. (4) Personnel Roster. (5) Logs of

SF–52’s, (6) Correspondence File. (7)

Position Listings. (8) Position

Descriptions with Evaluation

Statements. (9) Personnel Management

Evaluation Survey Reports. (10)

Applicant Supply File. (11) Request for

Certification File. (12) Merit Promotion

File. (13) Exit Interview File. (14)

Performance File. (15) Statistical

Reports – retrievable by names: (a)

Personnel Status Report, (b)Ad Hoc

Retiree Report, (c) Monthly EEO report,

(d) Direct Hire Authority Report, (e)

Registers Worked File, (f) Statements of

Employment and Financial Interest, and

(g) Other similar files or registers. (16)

Training Course Nominations. (17)

Evaluation of Training Program. (18)

Tuition Assistance Files. (19) Senior

Executive Service Development File.

(20) Management Development File.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Executive Order 10561, dated

September 13, 1954, Federal Personnel

Manual, and Title 5 of U.S.C. Code.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

These records and information in the

records may be used to: (1) Disclose

pertinent information to appropriate

Federal, State, local or foreign agencies

responsible for investigating or

prosecuting the violations of, or for

enforcing or implementing, a statute,

rule, regulation, order, or license, where

the disclosing agency becomes aware of

an indication of a violation or potential

violation of civil or criminal law or

regulation; (2) disclose information to a

Federal, State, or local agency,

maintaining civil, criminal or other

relevant enforcement information or

other pertinent information, which has

requested information relevant to or

necessary to the requesting agency’s or

the bureau’s hiring or retention of an

individual, or issuance of a security

clearance, license, contract, grant, or

other benefit; (3) disclose information to

a court, magistrate, or administrative

tribunal in the course of presenting

evidence, including disclosures to

opposing counsel or witnesses in the

course of civil discovery, litigation, or

settlement negotiations, in response to a

subpoena, or in connection with

criminal law proceedings; (4) disclose

information to foreign governments in

accordance with formal or informal

international agreements; (5) provide

information to a congressional office in

response to an inquiry made at the

request of the individual to whom the

record pertains; (6) provide information

to the news media in accordance with

guidelines contained in 28 CFR 50.2

which relate to an agency’s functions

relating to civil and criminal

proceedings; (7) To provide information

to unions recognized as exclusive

bargaining representatives under the

Civil Service Reform Act of 1978, 5

U.S.C. 7111 and 7114, and (8) provide

information to third parties during the

course of an investigation to the extent

necessary to obtain information

pertinent to the investigation.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, DISPOSING

OF RECORDS IN THE SYSTEM:

STORAGE:

Hard copy and magnetic storage.

RETRIEVABILITY:

Alphabetically by name; also in some

instances by organization, then Social

Security number.

SAFEGUARDS:

Secured building, secured room, and

locked cabinets. Non—FMS access is

limited to investigators from OPM, etc.,

members of Fair Employment staff and

Union officials.

RETENTION AND DISPOSAL:

Records are maintained and disposed

of in accordance with General Records

Schedules issued by the National

Archives and Records Administration.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Human Resources Division,

Financial Management Service, U.S.

Department of the Treasury, Prince

George Metro Center II, 3700 East–West

Highway, Room 113–F, Hyattsville, MD

20782.

NOTIFICATION PROCEDURE:

Inquiries under the Privacy Act of

1974 shall be addressed to the

Disclosure Officer, Financial

Management Service, 401 14th St., SW,

Washington, DC 20227. All individuals

making inquiries should provide with

their request as much descriptive matter

as is possible to identify the particular

record desired. The Systems Manager

will advise as to whether the Service

maintains the record requested by the

individual.

RECORD ACCESS PROCEDURES:

Individuals requesting information

under the Privacy Act of 1974

concerning procedures for gaining

access or contesting records should

write to the Disclosure Officer at the

address shown above. All individuals

are urged to examine the rules of the

U.S. Department of the Treasury

published in 31 CFR part 1, subpart C

concerning requirements of this

Department with respect to the Privacy

Act of 1974.

CONTESTING RECORD PROCEDURES:

See ‘‘Record access procedures’’

above.

RECORD SOURCE CATEGORIES:

Applicant Personnel Action Forms

(SF–50), SF–171 (Completed by
Federal Register / Vol. 60, No. 217 / Thursday, November 9, 1995 / Notices 56773

applicant), Payroll Actions References,

Educational Institutions, etc.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Treasury/FMS .007

SYSTEM NAME:

Payroll and Pay Administration—

Treasury/Financial Management

Service.

SYSTEM LOCATION:

Financial Management Service, U.S.

Department of the Treasury, Prince

George Metro Center II, 3700 East–West

Highway, Room 133, Hyattsville, MD

20782.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

All Employees of the Service and

Separated Employees.

CATEGORIES OF RECORDS IN THE SYSTEM:

(1) Official Payroll Folder (a) Levy

and Garnishment Records. (b) SF–

1192—Savings Bond Authorization. (c)

SF–1199A—Allotment of Pay to Saving

Account. (d) Copies of SF–50—

Notification of Personnel Action. (e)

Withholding Tax Exemptions. (f) Copy

of Health Benefit Designation. (g) Copy

of Life Insurance Forms. (h) Payroll

Change Slips. (i) Combined Federal

Campaign Designations. (j) Copy of SF–

1150. (2) Time and Attendance Reports

(a) SF–71 Request for Leave. (b) Court

Leave Documents. (c) Request for

Advancement of Leave. (3) Payroll

Comprehensive Listing (a) Current

Payment Information. (b) Record of

Leave Earned and Used. (c) All

Deductions from Pay. (d) Personnel

Information such as Grade, Step, Salary,

Title, Date of Birth, Social Security

Number, Veterans Preference, Tenure,

etc. (4) Payroll Control Registers.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Title 5 – Pay, Leave and Allowances.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Disclosure permitted to Federal

Agencies and to State and Local

Agencies for tax purposes.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, DISPOSING

OF RECORDS IN THE SYSTEM:

STORAGE:

Hard copy, microfiche, and magnetic

media.

RETRIEVABILITY:

By Social Security number.

SAFEGUARDS:

Secured building, secured room and

locked cabinets.

RETENTION AND DISPOSAL:

Records are stored, maintained and

disposed of in accordance with General

Records Schedules issued by the

National Archives and Records

Administration.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Human Resources Division,

Financial Management Service, Prince

George Metro Center II, 3700 East–West

Highway, Room 113–F, Hyattsville, MD

20782.

NOTIFICATION PROCEDURE:

Inquiries under the Privacy Act of

1974 shall be addressed to the

Disclosure Officer , 401 14th St., SW,

Washington, DC 20227. All individuals

making inquiries should provide with

their request as much descriptive matter

as is possible to identify the particular

record desired. The Systems Manager

will advise as to whether the Service

maintains the record requested by the

individual.

RECORD ACCESS PROCEDURES:

Individuals requesting information

under the Privacy Act of 1974

concerning procedures for gaining

access or contesting records should

write to the Disclosure Officer at the

address shown above. All individuals

are urged to examine the rules of the

U.S. Department of the Treasury

published in 31 CFR part 1, subpart C

concerning requirements of this

Department with respect to the Privacy

Act of 1974.

CONTESTING RECORD PROCEDURES:

See ‘‘Record access procedures’’

above.

RECORD SOURCE CATEGORIES:

From individual Service employees.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Treasury/FMS .008

SYSTEM NAME:

Personnel Security Records—

Treasury/Financial Management

Service.

SYSTEM LOCATION:

Financial Management Service, U. S.

Department of the Treasury, Prince

George Metro Center II, 3700 East–West

Highway, Room 158–B, Hyattsville, MD

20782.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Financial Management Service

Employees, contractor employees, and

applicants for position in the Service.

CATEGORIES OF RECORDS IN THE SYSTEM:

Results of investigations, national

agency checks and written inquiries,

and other limited investigations.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Title 5, U.S.C., Chapter 73, Executive

Order 10450, as amended, and Treasury

Order 102–3.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

The records are reviewed for the

purpose of determining the suitability of

Service employees, contractor

employees, and applicants and granting

security clearances for employees in

sensitive positions. Users: Federal

Agencies, Federal, State and Local Law

Enforcement Agencies; and credit

bureaus. These records and information

in the records may be used to: (1)

Disclose pertinent information to

appropriate Federal, State, local or

foreign agencies responsible for

investigating or prosecuting the

violations of, or for enforcing or

implementing, a statute, rule,

regulation, order, or license, where the

disclosing agency becomes aware of an

indication of a violation or potential

violation of civil or criminal law or

regulation; (2) disclose information to a

Federal, State, or local agency,

maintaining civil, criminal or other

relevant enforcement information or

other pertinent information, which has

requested information relevant to or

necessary to the requesting agency’s or

the bureau’s hiring or retention of an

individual, or issuance of a security

clearance, license, contract, grant, or

other benefit; (3) disclose information to

a court, magistrate, or administrative

tribunal in the course of presenting

evidence, including disclosures to

opposing counsel or witnesses in the

course of civil discovery, litigation, or

settlement negotiations, in response to a

subpoena, or in connection with

criminal law proceedings; (4) disclose

information to foreign governments in

accordance with formal or informal

international agreements; (5) provide

information to a congressional office in

response to an inquiry made at the

request of the individual to whom the

record pertains; (6) provide information

to the news media in accordance with

guidelines contained in 28 CFR 50.2

which relate to an agency’s functions

relating to civil and criminal
56774 Federal Register / Vol. 60, No. 217 / Thursday, November 9, 1995 / Notices

proceedings; (7) provide information to

unions recognized as exclusive

bargaining representatives under the

Civil Service Reform Act of 1978, 5

U.S.C. 7111 and 7114, and (8) provide

information to third parties during the

course of an investigation to the extent

necessary to obtain information

pertinent to the investigation.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, DISPOSING

OF RECORDS IN THE SYSTEM:

STORAGE:

File folders and computers.

RETRIEVABILITY:

Filed alphabetically by name and

Social Security Number.

SAFEGUARDS:

Stored in a safe cabinet secured with

a combination lock and/or magnetic

media. Access to the records is

restricted to key personnel who have

been granted clearances to occupy

critical–sensitive positions.

RETENTION AND DISPOSAL:

The records on employees are

retained by the Service during their

employment. The records on applicants

not selected and separated employees

are destroyed, sent to the Federal

Records Center, or returned to the

investigating agency.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Program Review Division,

Financial Management Service, Prince

George Metro Center II, 3700 East–West

Highway, Room 158–B, Hyattsville, MD

20782.

NOTIFICATION PROCEDURE:

Inquiries under the Privacy Act of

1974 shall be addressed to the

Disclosure Officer, 401 14th Street, SW,

Washington, DC 20227. All individuals

making inquiries should provide with

their request as much descriptive matter

as is possible to identify the particular

record desired. The Systems Manager

will advise as to whether the Service

maintains the record.

RECORD ACCESS PROCEDURES:

Individuals requesting information

under the Privacy Act of 1974

concerning procedures for gaining

access or contesting records should

write to the Disclosure Officer. All

individuals are urged to examine the

rules of the U.S. Department of the

Treasury published in 31 CFR part 1,

subpart C concerning requirements of

this Department with respect to the

Privacy Act of 1974.

CONTESTING RECORD PROCEDURES:

See ‘‘Records access procedures’’

above.

RECORD SOURCE CATEGORIES:

Sources are applicants, employers,

former employers, contractor employers,

references, fellow workers, neighbors,

educational authorities, military

records, police and criminal records,

credit records and others as required.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Treasury/FMS .010

SYSTEM NAME:

Records of Accountable Officers’

authority with Treasury— Treasury/

Financial Management Service.

SYSTEM LOCATION:

Financial Management Service, U.S.

Department of the Treasury, Liberty

Center Building, 401 14th Street, SW,

Washington, DC 20227.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

(1) Regional Directors. (2) Certifying

Officers. (3) Designated Agents.

CATEGORIES OF RECORDS IN THE SYSTEM:

Records are maintained on the above

listed accountable officers showing the

designation or removal of the officer to

act in the specified capacity pursuant to

a proper authorization.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301; Executive Order 6166,

dated June 10, 1933.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

These records and information in the

records may be used to: (1) Disclose to

Banking institutions, Federal Reserve

Banks, and Government agencies for

verification of information on authority

of accountable officers to determine

propriety of actions taken by such

individuals; (2) disclose pertinent

information to appropriate Federal,

State, local or foreign agencies

responsible for investigating or

prosecuting the violations of, or for

enforcing or implementing, a statute,

rule, regulation, order, or license, where

the disclosing agency becomes aware of

an indication of a violation or potential

violation of civil or criminal law or

regulation; (3) disclose information to a

Federal, State, or local agency,

maintaining civil, criminal or other

relevant enforcement information or

other pertinent information, which has

requested information relevant to or

necessary to the requesting agency’s or

the bureau’s hiring or retention of an

individual, or issuance of a security

clearance, license, contract, grant, or

other benefit; (4) disclose information to

a court, magistrate, or administrative

tribunal in the course of presenting

evidence, including disclosures to

opposing counsel or witnesses in the

course of civil discovery, litigation, or

settlement negotiations, in response to a

subpoena, or in connection with

criminal law proceedings; (5) disclose

information to foreign governments in

accordance with formal or informal

international agreements; (6) provide

information to a congressional office in

response to an inquiry made at the

request of the individual to whom the

record pertains; (7) provide information

to the news media in accordance with

guidelines contained in 28 CFR 50.2

which relate to an agency’s functions

relating to civil and criminal

proceedings; (8) provide information to

unions recognized as exclusive

bargaining representatives under the

Civil Service Reform Act of 1978, 5

U.S.C. 7111 and 7114; and (9) provide

information to third parties during the

course of an investigation to the extent

necessary to obtain information

pertinent to the investigation.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, DISPOSING

OF RECORDS IN THE SYSTEM:

STORAGE:

Card files; paper files.

RETRIEVABILITY:

By name.

SAFEGUARDS:

Regional Directors’ files are locked.

RETENTION AND DISPOSAL:

Hard–copy records are maintained

and disposed of in accordance with

General Records Schedules issued by

the National Archives and Records

Administration.

SYSTEM MANAGER(S) AND ADDRESS:

Chief, Disbursing Officer, Financial

Management Service, U.S. Department

of the Treasury, 401 14th Street, SW,

Room 343, Washington, DC 20227.

Director, Austin Regional Financial Center,

Financial Management Service,

Department of the Treasury, 1619 E.

Woodward Street, Austin, TX 78741.

Director, Birmingham Regional Financial

Center, Financial Management Service,

Department of the Treasury, 190 Vulcan

Road, Birmingham, AL 35109.

Director, Chicago Regional Financial Center,

Financial Management Service, Federal

Office Building, 536 S. Clark Street,

Chicago, IL 60605.
Federal Register / Vol. 60, No. 217 / Thursday, November 9, 1995 / Notices 56775

Director, Kansas City Regional Financial

Center, Financial Management Service,

Department of the Treasury, 2100 W.

36th Avenue, Kansas City, KS 66103.

Director, Philadelphia Regional Financial

Center, Financial Management Service,

1300 Townsend Road, Philadelphia, PA

19154.

Director, San Francisco Regional Financial

Center, 390 Main Street, San Francisco,

CA 94104.

NOTIFICATION PROCEDURE:

Inquiries under the Privacy Act of

1974 shall be addressed to the

Disclosure Officer, Financial

Management Service, 401 14th St., SW,

Washington, DC 20227. All individuals

making inquiries should provide with

their request as much descriptive matter

as is possible to identify the particular

record desired. The Systems Manager

will advise as to whether the Service

maintains the record requested by the

individual.

RECORD ACCESS PROCEDURES:

Individuals requesting information

under the Privacy Act of 1974

concerning procedures for gaining

access or contesting records should

write to the Disclosure Officer. All

individuals are urged to examine the

rules of the U.S. Department of the

Treasury published in 31 CFR part 1,

subpart C concerning requirements of

this Department with respect to the

Privacy Act of 1974.

CONTESTING RECORD PROCEDURES:

See ‘‘Record accessprocedures’’

above.

RECORD SOURCE CATEGORIES:

Government Departments and

Agencies requiring services of Treasury

Department for issuance and payment of

Treasury checks.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Treasury/FMS .012

SYSTEM NAME:

Pre–complaint Counseling and

Complaint Activities—Treasury/

Financial Management Service.

SYSTEM LOCATION:

Financial Management Service, U.S.

Treasury Department, Prince George

Metro Center II, 3700 East–West

Highway, Room 132, Hyattsville, MD

20782.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Employees seeking services of EEO

Counselors.

CATEGORIES OF RECORDS IN THE SYSTEM:

Monthly pre–complaint activity

reports from seven Financial Centers

and Headquarters.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 7154; 42 U.S.C. 200e–16;

Executive Order 11478; and 5 CFR part

713.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Used to keep records on EEO

Counseling activities for annual

submission to Treasury.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, DISPOSING

OF RECORDS IN THE SYSTEM:

STORAGE:

File cabinet.

RETRIEVABILITY:

Filed by station and date of receipt.

SAFEGUARDS:

Staff supervision is maintained during

the day. Records are kept locked in the

files.

RETENTION AND DISPOSAL:

Reports destroyed at the end of four

years.

SYSTEM MANAGER(S) AND ADDRESS:

EEO Officer, Financial Management

Service, Prince George Metro Center II,

3700 East–West Highway, Room 132,

Hyattsville, MD 20782.

NOTIFICATION PROCEDURE:

Inquiries under the Privacy Act of

1974 shall be addressed to the

Disclosure Officer, 401 14th Street, SW.,

Washington, DC 20227. All individuals

making inquiries should provide with

their request as much descriptive matter

as is possible to identify the particular

record desired. The Systems Manager

will advise as to whether the Service

maintains the record requested by the

individual.

RECORD ACCESS PROCEDURES:

Individuals requesting information

under the Privacy Act of 1974

concerning procedures for gaining

access or contesting records should

write to the Disclosure Officer. All

individuals are urged to examine the

rules of the U.S. Department of the

Treasury published in 31 CFR part 1,

subpart C concerning requirements of

this Department with respect to the

Privacy Act of 1974.

CONTESTING RECORD PROCEDURES:

See ‘‘Record access procedures’’

above.

RECORD SOURCE CATEGORIES:

Monthly submissions by Financial

Centers and Headquarters.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Treasury/FMS .013

SYSTEM NAME:

Gifts to the United States—Treasury/

Financial Management Service.

SYSTEM LOCATION:

Financial Management Service, U.S.

Department of the Treasury, Prince

George Metro Center II, 3700 East–West

Highway, Hyattsville, MD 20782.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Donors of intervivos and testamentary

gifts to the United States.

CATEGORIES OF RECORDS IN THE SYSTEM:

Correspondence, copies of wills and

court proceedings, and other material

related to gifts to the United States.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

31 U.S.C. 3113.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

Disclosures are not made outside of

the Department.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Filing cabinets.

RETRIEVABILITY:

Name of donor.

SAFEGUARDS:

Access is limited to persons on

official business.

RETENTION AND DISPOSAL:

Records are maintained for 10 years.

SYSTEM MANAGER(S) AND ADDRESS:

Financial Information Management,

Directorate, Financial Management

Service, Prince George Metro Center II,

3700 East–West Highway, Hyattsville,

MD 20782.

NOTIFICATION PROCEDURE:

Individuals wishing to be notified if

they are named in this system of

records, or gain access to records

maintained in this system must submit

a written request containing the

following elements: (1) Identify the

record system; (2) identify the category

and type of records sought; and (3)

provide at least two items of secondary

identification (date of birth, employee
56776 Federal Register / Vol. 60, No. 217 / Thursday, November 9, 1995 / Notices

identification number, dates of

employment or similar information).

Address inquiries to Disclosure Officer

(See ‘‘Record access procedures’’

below).

RECORD ACCESS PROCEDURES:

Disclosure Officer, Financial

Management Service, U.S. Department

of the Treasury, Liberty Center Building,

401 14th Street, SW., Washington, DC

20227.

CONTESTING RECORD PROCEDURES:

See ‘‘Record access procedures’’

above.

RECORD SOURCE CATEGORIES:

Individuals, executors, administrators

and other involved persons.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

Treasury/FMS .014

SYSTEM NAME:

Debt Collection Operations System—

Treasury/Financial Management

Service.

SYSTEM LOCATION:

The Debt Collections Operations Staff,

Financial Management Service, U.S.

Department of the Treasury, 401 14th

Street, SW., Washington, DC 20227.

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

Records are maintained on

individuals and entities that are

financially indebted to the U.S.

Government through one or more of its

departments and agencies and are the

result of participation in a Federal direct

or guaranteed loan program, the

assessment of a fine, fee, or penalty, an

overpayment or advance, or other

extensions of credit such as would

result from sales of goods or services.

CATEGORIES OF RECORDS IN THE SYSTEM:

Information varies, depending on the

individual debtor, the type of

indebtedness and the agency to which

monies are owed. The system of records

contains information pertaining to: (1)

individuals and commercial

organizations, such as name, Taxpayer

Identification Number (i.e., social

security number, or employer

identification number), work and home

address, and work and home phone

numbers; (2) the indebtedness, such as

the original amount of the debt, the date

the debt originated, the amount of the

delinquency/default, the date of

delinquency/default, basis of the debt,

amounts accrued for interest, penalties,

and administrative costs, and payments

on the account; (3) actions taken to

enforce recovery of the debt, such as

copies of demand letters/invoices, and

documents required for the referral of

accounts to collection agencies, or for

litigation; and (4) referring or client

agency, such as name, phone number,

and address of the agency contact.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

Federal Claims Collection Act of 1966

(Pub L. 89–508), as amended by the

Debt Collection Act of 1982 (Pub L. 97–

365. as amended), and the Deficit

Reduction Act of 1984 (Pub L. 98–369,

as amended); 31 U.S.C. 37, Subchapter

I (General) and Subchapter II (Claims of

the U.S. Government).

PURPOSE(S):

The purpose of the system is to

maintain a record of individuals and

entities that are indebted to the various

Federal Government departments and

agencies and whose accounts are being

serviced or collected by the Financial

Management Service (FMS), in

accordance with written agreements

reached between the relevant agency

(‘‘client’’) and FMS. The records ensure

that: Appropriate collection action on

debtors’ accounts is taken and properly

tracked, monies collected and credited,

and accounts are returned to the

appropriate client at the time the

account is collected or closed.

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES:

These records and information in

these records may be used to disclose

information to: (1) Appropriate Federal,

state, local or foreign agencies

responsible for investigating or

implementing, a statute, rule,

regulation, order, or license; (2) a court,

magistrate, or administrative tribunal in

the course of presenting evidence,

including disclosures to opposing

counsel or witnesses in the course of

civil discovery, litigation, or settlement

negotiations, in response to a subpoena,

or in connection with criminal law

proceedings; (3) a congressional office

in response to an inquiry made at the

request of the individual or entity to

whom the record pertains; (4) the

Internal Revenue Service for the

purpose of: effecting and administrative

offset against the debtor’s tax refund to

recover a delinquent debt owed to the

U.S. Government by the debtor; or,

obtaining the mailing address of a

taxpayer/debtor in order to locate the

taxpayer/debtor in accordance with 31

U.S.C. 3711, 3717, and 3718 and 26

U.S.C. 6103(m)(2); (5) the Department of

Justice for the purpose of litigation to

enforce collection of a delinquent debt

or to obtain the Department of Justice’s

concurrence in a decision to

compromise, suspend, or terminate

collection action on a debt with a

principle amount in excess of $100,000

or such higher amount as the Attorney

General may, form time to time,

prescribe in accordance with 31 U.S.C.

3711(a); (6) the Department of Defense

or the U.S. Postal Service or other

Federal agency for the purpose of

conducting an authorized computer

matching program in compliance with

the Privacy Act of 1974, as amended, so

as to identify and locate individuals

receiving Federal payments (including,

but not limited to, salaries, wages, and

benefits) for the purpose of requesting

voluntary repayment or implementing

Federal employee salary offset or

administrative offset procedures; (7) the

Department of Defense or U.S. Postal

Service or other Federal agency for the

purpose of effecting an administrative

offset against Federal payments certified

to be paid to the debtor to recover a

delinquent debt owed to the U.S.

Government by the debtor; and (8) any

creditor Federal agency seeking

assistance for the purpose of seeking

voluntary repayment of a debt or

implementing Federal employee salary

offset or administrative offset in the

collection of unpaid financial

obligations.

DISCLOSURE TO CONSUMER REPORTING

AGENCIES:

Debt information concerning a

government claim against a debtor is

also furnished in accordance with 5

U.S.C. 552a(b)(12) and section 3 of the

Debt Collection Act of 1982, as amended

(Pub. L. 97–365), to consumer reporting

agencies, as defined by the Fair Credit

Reporting Act, 5 U.S.C. 1681(f), to

encourage repayment of an overdue

debt.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Records are maintained on magnetic

disc, tape, and hard copy.

RETRIEVABILITY:

Records are retrieved by name or

taxpayer identification number (i.e.,

social security number or employer

identification number).

SAFEGUARDS:

All officials access the system of

records will do so on a need–to–know

basis only, as authorized by the system

manager. Procedural and physical

safeguards are utilized, such as

accountability, receipt records, and
Federal Register / Vol. 60, No. 217 / Thursday, November 9, 1995 / Notices 56777

specialized communications security.

This data system has an internal

mechanism to restrict access to

authorized officials. Hard–copy records

are held in steel cabinets, with access

limited by visual controls and/or lock

system. During normal working hours,

files are attended by responsible

officials; files are locked up during non–

working hours. The building is patrolled

by uniformed security guards.

RETENTION AND DISPOSAL:

Hard–copy records are returned to the

agency which had contracted for service

or collection with FMS at the time an

individual account is resolved through

collection, compromise, or write–off/

close out or at the agency’s request.

Summary information, such as results of

collection action undertaken, for the

purpose of producing management

reports is retained for a period of five (5)

years.

SYSTEM MANAGER(S) AND ADDRESS:

System Manager, Debt Collection

Operations Staff, Financial Management

Service, 401 14th Street, SW,

Washington, DC 20227.

NOTIFICATION PROCEDURE:

Inquiries under the Privacy Act of

1974 shall be addressed to the

Disclosure Officer, Financial

Management Service, 401 14th Street,

SW, Washington, DC 20227. All

individuals making inquiries should

provide with their request as much

descriptive matter as is possible to

identify the particular record desired.

The system manager will advise as to

whether FMS maintains the records

requested by the individual.

RECORD ACCESS PROCEDURES:

Individuals requesting information

under the Privacy Act of 1974

concerning procedures for gaining

access or contesting records should

write to the Disclosure Officer. All

individuals are urged to examine the

rules of the U.S. Department of the

Treasury published in 31 CFR part,

subpart C, appendix G, concerning

requirements of this Department with

respect to the Privacy Act of 1974.

CONTESTING RECORD PROCEDURES:

See ‘‘Record access procedures’’

above.

RECORD SOURCE CATEGORIES:

Information from this system is

obtained from the individual or entity,

creditor agencies, Federal employing

agency, collection agencies, credit

bureaus, and Federal, state or local

agencies furnishing identifying

information and/or address of debtor

information.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.

BILLING CODE: 4810–35–F

Internal Revenue Service

Treasury/IRS 00.001

SYSTEM NAME:

Correspondence Files and

Correspondence Control Files—

Treasury/IRS.

SYSTEM LOCATION:

Various offices of the Internal

Revenue Service maintain files of

correspondence received. (See IRS

appendix A for addresses.)

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM:

(1) Initiators of the correspondence.

(2) Persons upon whose behalf the

correspondence was initiated. (3)

Subjects of the correspondence.

CATEGORIES OF RECORDS IN THE SYSTEM:

(1) Correspondence received. (2)

Responses to correspondence. (3)

Associated records. Special Categories

of correspondence may be included in

other systems of records described by

specific notices. Files are maintained in

connection with a variety of

correspondence received and the uses

vary widely in accordance with the

content of the correspondence.

Correspondence may include letters,

telegrams, memoranda of telephone

calls, and other forms of

communication.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

5 U.S.C. 301; 26 U.S.C. 7801 and

7802.

ROUTINE USES OF RECORDS MAINTAINED BY THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSE OF SUCH USES:

Disclosures of returns and return

information may be made only as

provided by 26 U.S.C. 6103. Records

other than returns and return

information may be used to: (1) Disclose

information to the Department of Justice

for the purpose of litigating an action or

seeking legal advice. Disclosure may be

made during judicial processes; (2)

Appropriate Federal, State, local, or

foreign agencies responsible for

enforcing or implementing a statute,

rule, regulation, order or license; (3)

disclose information to a Federal, State,

or local agency, or other public

authority maintaining civil, criminal or

other relevant enforcement information

or other pertinent information, which

has requested information relevant to or

necessary to the requesting agency’s

bureau’s or authority’s hiring or

retention of an individual, or issuance

of a security clearance, license, contract,

grant or other benefit; (4) disclose

relevant, non–privileged information to

a court, magistrate, or administrative

tribunal, including the presentation of

evidence, disclosures to opposing

counsel or witnesses in the course of

civil discovery, litigation, or settlement

negotiations, in response to a subpoena,

or in connection with criminal law

proceedings; (5) provide information to

foreign governments in accordance with

formal or informal international

agreements; (6) provide information to a

Congressional office in response to an

inquiry made at the request of the

individual to whom the record pertains;

(7) provide information to the news

media, in accordance with guidelines

contained in 28 CFR 50.2, concerning

this agency’s functions relating to civil

and criminal proceedings; (8) provide

information to officials of labor

organizations recognized under 5 U.S.C.

Chapter 71 when relevant and necessary

to their duties of exclusive

representation; (9) provide information

to third parties during the course of an

investigation to the extent necessary to

obtain information pertinent to the

investigation.

POLICIES AND PRACTICES FOR STORING,

RETRIEVING, ACCESSING, RETAINING, AND

DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Paper records, microfiche, and/or

magnetic media.

RETRIEVABILITY:

Controlled items are generally

retrievable by name, but it depends

upon the controls established locally.

No centralized index exists.

SAFEGUARDS:

Access controls will not be less than

those provided for by the Automated

Information System Security Handbook,

IRM 2(10)00.

RETENTION AND DISPOSAL:

Records are maintained in accordance

with the Records Disposition

Handbooks, IRM 1(15)59.1 through IRM

1(15)59.32. Generally, disposition varies

in accordance with the nature of the

correspondence file.

SYSTEM MANAGER(S) AND ADDRESS:

Head of the Office maintaining the

file. (See IRS appendix A for addresses.)

NOTIFICATION PROCEDURE:

Individuals seeking to determine if

this system of records contains a record