[Federal Register Volume 59, Number 223 (Monday, November 21, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-28673]
[[Page Unknown]]
[Federal Register: November 21, 1994]
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DEPARTMENT OF THE TREASURY
Bureau of the Public Debt
Privacy Act of 1974: Altered System of Records
AGENCY: Bureau of the Public Debt, Treasury.
ACTION: Notice of Altered System of Records.
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SUMMARY: In accordance with the requirements of the Privacy Act of
1974, as amended, 5 U.S.C. 552a, the Bureau of the Public Debt gives
notice of an altered Privacy Act system of records, Personnel and
Administrative Records--Treasury/BPD .001. In addition, one existing
system of records, Treasury/USSBD .001, will be removed from Treasury's
inventory of Privacy Act systems of records when this altered notice is
effective.
DATES: Comments must be received no later than December 21, 1994. The
proposed system of records will be effective January 3, 1995, unless
comments are received which would result in a contrary determination.
ADDRESSES: Comments should be sent to the Disclosure Office, Bureau of
the Public Debt, Room 553, E Street Building, Washington, DC 20239-
0001. Comments will be made available for inspection and copying in the
Treasury Department Library. An appointment for inspecting the comments
can be made by contacting the Library at (202) 622-0980.
FOR FURTHER INFORMATION CONTACT:
Louise Bennett, Disclosure Office, Bureau of the Public Debt, Room 553,
E Street Building, Washington, DC 20239-0001; Telephone (202) 219-3307.
SUPPLEMENTARY INFORMATION: This report is to give notice of an altered
Bureau of the Public Debt system of records entitled, ``Personnel and
Administrative Records--Treasury/BPD .001,'' which is subject to the
Privacy Act of 1974, 5 U.S.C. 552a.
The Bureau of the Public Debt is amending its present system of
records covering personnel and administrative records for the following
reasons:
(1) To cover categories of records added by new programs. An
example is records covered by the Family Medical and Leave Act of 1993.
Where records are covered by another system of records, such as an
Office of Personnel Management governmentwide system, those records are
not covered here. An example is Official Personnel Folders.
(2) To more fully describe locations at which records are
maintained.
(3) To show additional categories of individuals covered by the
system of records.
(4) To show new and amended routine uses.
(5) To show additional categories of sources of records.
(6) To incorporate another system of records. The Savings Bonds
Division has now been merged with the Bureau of the Public Debt. The
Savings Bonds Division is no longer a separate Treasury component.
Therefore, system of records Treasury/USSBD .001, Savings Bonds
Employee Records System, is being incorporated into the Bureau of the
Public Debt system of records Treasury/BPD .001, Personnel and
Administrative Records. In accordance with OMB Circular A-130,
Treasury/USSBD .001 will be deleted from the Treasury Department's
inventory of systems of records. The notice for Treasury/USSBD .001 was
last published at 57 FR 14134 dated April 17, 1992.
(7) To reflect the consolidation of Bureau of the Public Debt
personnel and administrative offices and the shifting of most of these
types of records to Parkersburg, West Virginia.
This system of records is limited to those records Public Debt
needs to function in an efficient manner and does not cover those
records reported under another system of records notice.
The altered system of records report, as required by 5 U.S.C.
552a(r) of the Privacy Act, has been submitted to the Committee on
Government Operations of the House of Representatives, the Committee on
Governmental Affairs of the Senate, and the Office of Management and
Budget, pursuant to Appendix I to OMB Circular A-130, Federal Agency
Responsibilities for Maintaining Records About Individuals, dated July
15, 1994.
The Privacy Act system of records notice Treasury/USSBD .001,
Savings Bonds Employee Records System, is removed.
The proposed altered system of records Treasury/BPD .001, Personnel
and Administrative Records, is published in its entirety below.
Dated: November 14, 1994.
Alex Rodriguez,
Deputy Assistant Secretary (Administration).
Treasury/BPD .001
Personnel and Administrative Records--Treasury/BPD.
Records are maintained at the following Bureau of the Public Debt
locations: 200 Third Street, Parkersburg, WV 26106; Park Center, 90
Park Center, Parkersburg, WV 26101; H.J. Hintgen Building, 2nd and
Avery Streets, Parkersburg, WV 26102; 999 E Street NW., Washington, DC
20239; 300-13th Street SW., Washington, DC 20239; and 800 K Street NW.,
Washington, DC 20226. Copies of some documents have been duplicated for
maintenance by supervisors for employees or programs under their
supervision. These duplicates are also covered by this system of
records.
Records cover present and former employees, applicants for
employment, contractors, vendors, and visitors.
This system contains the following categories of records. This
system of records is limited to those records Public Debt needs to
function in an efficient manner and does not cover those records
reported under another system of records notice.
(A) Personnel Records: (1) Employee and Labor Relations Records.
These records relate to disciplinary and adverse actions, leave and
hours of duty, alternate work schedules, standards of conduct and
ethics programs, indebtedness, employee suitability and security
determinations, grievances, performance problems, bargaining unit
matters, Federal labor relations issues, relocation notices, and
outside employment.
(2) Employment and Classification Records. These records relate to
recruitment; placement; merit promotion; special hiring programs,
including Summer Employment, Veterans Readjustment, Career Development
for Lower Level Employees (CADE), Co-operative Education; position
classification and management; special areas of pay administration,
including grade and pay retention, premium pay, scheduling of work, and
performance management and recognition.
(3) Employee Development and Services Records. These records relate
to Public Debt's training and employee development programs,
performance management programs, incentive awards, and benefits and
retirement programs.
(4) Personnel/Payroll Systems Records. These records relate to
personnel and payroll actions, insurance, worker's and unemployment
compensation, employee orientation, retirement, accident reports, and
consolidation of personnel/program efforts among offices.
(5) Equal Employment Opportunity Records. These are records of
informal EEO complaints and discussions which have not reached the
level of formal complaints. After 30 days these records are destroyed
or incorporated in a formal complaint file. Formal complaints are
handled by the Treasury Department's Regional Complaints Center. Copies
of formal complaint documents are sometimes maintained by Public Debt's
EEO Office.
(B) Administrative Records: (1) Administrative Services Records.
These records relate to administrative support functions including
motor vehicle operation, safety, access to exterior and interior areas,
contract guard records, offense/incident reports, accident reports, and
security determinations.
(2) Procurement Records. These records relate to contractors/
vendors if they are individuals; purchase card holders, including the
name and credit card number for employees who hold Government-use
cards; procurement integrity certificates, containing certifications by
procurement officials that they are familiar with the Federal
Procurement Policy Act.
(3) Financial Management Records. These records relate to travel by
employees and account information for vendors and contractors who are
individuals.
(4) Retiree Mailing Records. These records contain the name and
address furnished by Public Debt retirees requesting mailings of
newsletters and other special mailings.
5 U.S.C. 301; 31 U.S.C. 321.
These records are collected and maintained to document various
aspects of a person's employment with the Bureau of the Public Debt and
to assure the orderly processing of administrative actions within the
Bureau.
These records and information in these records may be disclosed as
a routine use to:
(1) The Office of Personnel Management, the Merit Systems
Protection Board, the Equal Employment Opportunity Commission, and the
Federal Labor Relations Authority upon authorized request;
(2) Other Federal, State, or local agencies, such as a State
employment compensation board or housing administration agency, so that
the agency may adjudicate an individual's eligibility for a benefit, or
liability in such matters as child support;
(3) Creditors, potential creditors, landlords, and potential
landlords when they request employment data or salary information for
purposes of processing the employee's loan, mortgage, or apartment
rental application (when information is requested by telephone, only
verification of information supplied by the caller will be provided);
(4) Next-of-kin, voluntary guardians, and other representative or
successor in interest of a deceased or incapacitated employee or former
employee;
(5) Unions recognized as exclusive bargaining representatives under
5 U.S.C. chapter 71, arbitrators, and other parties responsible for the
administration of the Federal labor-management program if needed in the
performance of their authorized duties;
(6) Private creditors for the purpose of garnishing wages of an
employee if a debt has been reduced to a judgment;
(7) Authorized Federal and non-Federal entities for use in approved
computer matching efforts, limited to those data elements considered
necessary in making a determination of eligibility under particular
benefit programs administered by those agencies or entities, to improve
program integrity, and to collect debts and other monies owed to those
agencies or entities or to the Bureau of the Public Debt;
(8) Contractors of the Bureau for the purpose of processing
personnel and administrative records;
(9) Other Federal, State, or local agencies in connection with the
hiring or retention of an individual, the issuance of a security
clearance, the conducting of a security or suitability investigation of
an individual, the issuance of a license, contract, grant, or other
benefit;
(10) Congressional offices in response to an inquiry made at the
request of the individual to whom the record pertains;
(11) Other Federal agencies to effect salary or administrative
offset for the purpose of collecting a debt, except that addresses
obtained from the Internal Revenue Service shall not be disclosed to
other agencies;
(12) Consumer reporting agencies, including mailing addresses
obtained from the Internal Revenue Service to obtain credit reports;
(13) Debt collection agencies, including mailing addresses obtained
from the Internal Revenue Service, for debt collection services;
(14) 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;
(15) 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 or in connection with criminal law proceedings or in
response to a subpoena;
(16) Third parties during the course of an investigation to the
extent necessary to obtain information pertinent to the investigation.
Debtor information is also furnished, in accordance with 5 U.S.C.
552a(b)(12) and section 3 of the Debt Collection Act of 1982, to
consumer reporting agencies to encourage repayment of an overdue debt.
These records are maintained in file folders, on lists and forms,
microform, and electronic media.
By name or social security number.
These records are maintained in controlled access areas.
Identification cards are verified to ensure that only authorized
personnel are present. Electronic records are protected by restricted
access procedures, including the use of passwords and sign-on protocols
which are periodically changed. Only employees whose official duties
require access are allowed to view, administer, and control these
records. Copies of records maintained on computer have the same limited
access as paper records.
Records are maintained in accordance with National Archives and
Records Administration retention schedules. Paper and microform records
ready for disposal are destroyed by shredding or burning. Records in
electronic media are electronically erased using accepted techniques.
Personnel Records: Director, Division of Personnel Management, 200
Third Street, Parkersburg, WV 26106-1328.
Equal Employment Opportunity Records: Equal Employment Opportunity
Manager, 200 Third Street, Parkersburg, WV 26106-1328.
Administrative Services Records: Director, Administrative Services
Division, 200 Third Street, Parkersburg, WV 26106-1328.
Procurement Records: Director, Division of Procurement, 200 Third
Street, Parkersburg, WV 26106-1328.
Financial Management, 200 Third Street, Parkersburg, WV 26106-1328.
Retiree Mailing Records: Director, Division of Data Services, 200
Third Street, Parkersburg, WV 26106-1328
Individuals may submit their requests for determination of whether
the system contains records about them or for access to records as
provided under ``Records Access Procedures.'' Requests must be made in
compliance with the applicable regulations (31 CFR part 1, subpart C).
Requests which do not comply fully with these procedures may result in
noncompliance with the request, but will be answered to the extent
possible.
(1) A request for access to records must be in writing, signed by
the individual concerned, identify the system of records, and clearly
indicate that the request is made pursuant to the Privacy Act of 1974.
If the individual is seeking access in person, identity may be
established by the presentation of a single official document bearing
the individual's photograph or by the presentation of two items of
identification without the photograph but showing a name and signature.
If the individual is seeking access by mail, identity may be
established by presenting a signature, address, and one other
identifier such as a photocopy of an official document bearing the
individual's signature. The Bureau of the Public Debt reserves the
right to require additional verification of an individual's identity.
(2) The request should be submitted to the appropriate office as
shown under ``System Managers and Addresses'' above. The request must
state whether the requester wishes to be notified that the record
exists or desires to inspect or obtain a copy of the record. If a copy
of the record is desired, the requester must agree to pay the fees for
copying the documents in accordance with 31 CFR 1.26(d)(2)(ii).
(1) A request by an individual contesting the content of records or
for correction of records must be in writing, signed by the individual
involved, identify the system of records, and clearly state that the
request is made pursuant to the Privacy Act of 1974. If the request is
made in person, identity may be established by the presentation of a
single official document bearing the individual's photograph or by the
presentation of two items of identification without the photograph but
instead showing a name and signature. If the request is made by mail,
identity may be established by the presentation of a signature,
address, and one other identifier such as a photocopy of an official
document bearing the individual's signature. The Bureau of the Public
Debt reserves the right to require additional verification of an
individual's identity.
(2) The initial request should be submitted to the appropriate
office as shown under ``System Managers and Addresses'' above.
(3) The request should specify: (a) The dates of records in
question, (b) the specific records alleged to be incorrect, (c) the
correction requested, and (d) the reasons.
(4) The request must include available evidence in support of the
request.
Appeals from an Initial Denial of a Request for Correction of
Records:
(1) An appeal from an initial denial of a request for correction of
records must be in writing, signed by the individual involved, identify
the system of records, and clearly state that it is made pursuant to
the Privacy Act of 1974. If the individual is making an appeal in
person, identity may be established by the presentation of a single
official document bearing the individual's photograph or by the
presentation of two items of identification without the photograph but
showing a name and signature. If the individual is making an appeal by
mail, identity may be established by the presentation of a signature,
address, and one other identifier such as a photocopy of an official
document bearing the individual's signature. The Bureau of the Public
Debt reserves the right to require additional verification of an
individual's identity.
(2) Appellate determinations will be made by the Commissioner of
the Public Debt or the delegate of such officer. Appeals should be
addressed to, or delivered personally to: Chief Counsel, Bureau of the
Public Debt, 999 E Street NW., Room 503, Washington, DC 20239-0001 (or
as otherwise provided for in the applicable appendix to 31 CFR part 1,
subpart C), within 35 days of the individual's receipt of the initial
denial of the requested correction.
(3) An appeal must be marked ``Privacy Act Amendment Appeal'' and
specify: (a) The records to which the appeal relates, (b) the date of
the initial request made for correction of the records, and (c) the
date the initial denial of the request for correction was received.
(4) An appeal must also specify the reasons for the requester's
disagreement with the initial denial of correction and must include any
applicable supporting evidence.
Information in this system of records is provided by the subject of
the record, authorized representatives, supervisors, employers, medical
personnel, other employees, other Federal, State, or local agencies,
and commercial entities.
None.
[FR Doc. 94-28673 Filed 11-18-94; 8:45 am]
BILLING CODE 4810-40-M
