§ 1.27 - Procedures for amendment of records pertaining to individuals - Format, agency review, and appeal from initial adverse agency determination.

§ 1.27 Procedures for amendment of records pertaining to individuals - formatFormat, agency review, and appeal from initial adverse agency determination.

(a) In general. Subject to the application of exemptions Treasury promulgated by the head of each component, in accordance with § 1.23(c), and subject to § 1.27paragraph (f) of this section, each component of the Department of the Treasury must, shall in conformance with 5 U.S.C. 552a(d)(2), permit an individual to request amendment of a record pertaining to such individual. Any request for amendment of records or any appeal that does not fully comply with the requirements of this section and any additional specific requirements imposed by the component in the applicable appendix to this subpart will not be deemed subject to the time constraints of paragraph (e) of this section, unless and until the request is amended so as to complymeet all requirements. However, components shall will advise the requester in what respect the request or appeal is deficient non-compliant so that it may be resubmitted or amended. (See 5 U.S.C. 552a(d) and (f).)

(b) Form of request to amend records. In order to be subject to the provisions of this section, a request to amend records shallmust:

(1) Be made in writing and signed by the person individual making the request, who must be the individual about whom the record is maintained, or the duly authorized representative of such individual;

(2) State that it is made pursuant to under the Privacy Act , 5 U.S.C. 552a or these regulations, have marked or the regulations in this subpart, with “Privacy Act Amendment Request” written on both the request and on the envelope;

(3) Be addressed to the office or officer of the component specified for such purposes in “Privacy Act Issuances” published by the Office of the Federal Register and referenced in the appendices to this subpart for that purpose; and

(4) Reasonably describe the records which the individual desires to have amendedbelieves require amendment, including, to the best of the requester's knowledge, dates of letters requesting previous letters the requester sent to the component seeking access to such their records previously and dates of letters in which the component provided notification to the requester concerning access was made, if any, and the individual's documentation justifying the proposed correction. (See 5 U.S.C. 552a(d) and (f).)

(c) Date of receipt of request. A For purposes of this subpart, the date of receipt of a request for amendment of records pertaining to an individual shall be deemed to have been received for purposes of this subpart when the must be the date on which the requester satisfies all the requirements of paragraph (b) of this section have been satisfied. The receiving office or officer shall must stamp or otherwise endorse the date of receipt of the request. (See 5 U.S.C. 552a(d) and (f).)

(d) Review of requests to amend records. Officials responsible for review of requests to amend records pertaining to an individual, as specified in the appropriate appendix to this subpart, shallmust:

(1) Not later than 10 days (excluding Saturdays, Sundays, and legal public holidays) after the date of receipt of such request, acknowledge in writing such receipt; and

(2) Promptly, either -

(i) Make any correction of to any portion which the individual believes, and the official agrees is not accurate, relevant, timely, or complete; or

(ii) Inform the individual of the refusal to amend the record in accordance with the individual's request, the reason for the refusal, and the name and business address of the officer designated in the applicable appendix to this subpart, as the person who is to review such refusal. (See 5 U.S.C. 552a(d) and (f).).

(e) Administrative appeal -

(1) In general. Each component shall must permit individuals to request a review of initial decisions made under paragraph (d) of this section , when an individual disagrees with a refusal to amend this the record. (See 5 U.S.C. 552a(d), (f), and (g)(1).)

(2) Form of request for administrative review of refusal to amend record. At any time within 35 days after the date of the notification of the initial decision described in paragraph (d)(2)(ii) of this section, the requester may submit an administrative appeal from such refusal to the official specified in the notification of the initial decision and the appropriate appendix to this subpart. The appeal shallmust:

(i) Be made in writing, stating any arguments in support thereof and be signed by the person requester to whom the record pertains, or the duly authorized representative of such officialindividual;

(ii) Be addressed to and mailed or hand delivered within 35 days of the date of the initial decision , to the office or officer specified in the appropriate appendix to this subpart and in the notification. (See the appendices to this subpart for the address to which appeals made by mail should be addressed.);

(iii) Have Be clearly marked “Privacy Act Amendment Appeal” on the appeal and on the envelope, “Privacy Act Amendment Appeal”;

(iv) Reasonably describe the records requested to be amendedthe individual seeks to amend; and

(v) Specify the date of the initial request , to amend records, and the date of the component's letter giving providing notification that the request was denied. (See 5 U.S.C. 552a(d) and (f).)

(3) Date of receipt. Appeals shall be promptly stamped Promptly stamp or endorse appeals with the date of their receipt by the office to which addressed and such stamped the appeal is addressed. Such stamped or endorsed date will be deemed to be the date of receipt for all purposes of this subpart. The responsible official in the office to which the appeal was addressed must acknowledge receipt of the appeal shall be acknowledged within 10 days (excluding Saturdays, Sundays, and legal public holidays) from the date of the receipt (unless the determination on appeal is dispatched in 10 days, in which case, no acknowledgement is required) by the responsible official and . The letter acknowledging receipt of the appeal must advise the requester advised of the date of receipt established by the foregoing and when a response is due in accordance with this paragraphthe number of days the responsible official has to decide the administrative appeal (including days included/not included in determining the deadline). (See 5 U.S.C. 552a(d) and (f).)

(4) Review of administrative appeals from denial of requests to amend records. Officials responsible for deciding administrative appeals from denials of requests to amend records pertaining to an individual, as specified in the appendices to this subpart shallmust: Complete the review , and notify the requester of the final agency decision within 30 days (exclusive of Saturdays, Sundays, and legal public holidays) after the date of receipt of such appeal, unless the time is extended by the head of the agency or the delegate of such official, for good cause shown. If such the final agency decision is to refuse to amend the record, in whole or in part, the requester shall must also be advised of the reasons the appeal was denied and their right -

(i) to To file a concise “Statement of Disagreement” (including the procedures for filing this statement) setting forth the reasons for his disagreement with the decision which shall be filed within 35 days of the date of the notification of the they disagree with the final agency decision; and/or

(ii) to To judicial review of the final agency decision refusing to amend the record(s) (under 5 U.S.C. 552a(g)(1)(A)). (See 5 U.S.C. 552a(d), (f), and (g)(1).)

(5) Notation on record and distribution of statements of disagreement. The system manager is responsible, in any disclosure containing information about which an individual has filed a “Statement of Disagreement”, occurring after the filing of the statement under paragraph (e)(4) of this section, for clearly noting any portion of the record which is disputed and providing copies of the statement and, if deemed appropriate, a concise statement of the component's reasons for not making the amendments requested to persons or other agencies to whom the disputed record has been disclosed. (See 5 U.S.C. 552a(d)(4).)

(f) Records not subject to correction under the Privacy Act. The following records are not subject to correction or amendment by individuals:

(1) Transcripts or written statements made under oath; and

(2) Transcripts of Grand Jury proceedings, judicial or quasi-judicial proceedings which form the official record of those proceedings; and

(3) Pre-sentence reports comprising the property of the courts but maintained in agency files; and

(4) Records pertaining to the determination, the collection, and the payment of the Federal taxes; and

(5) Records duly exempted from correction by notice published in the Federal Register; and

(6) Records compiled in reasonable anticipation of a civil action or proceeding.