[Federal Register Volume 59, Number 43 (Friday, March 4, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-4920]
[[Page Unknown]]
[Federal Register: March 4, 1994]
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INTER-AMERICAN FOUNDATION
Privacy Act of 1974; Systems of Records
AGENCY: Inter-American Foundation (IAF).
ACTION: Notice of systems of records pursuant to Privacy Act of 1974.
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IAF-1
Conflict of Interest Files--IAF.
Inter-American Foundation, 901 N. Stuart Street, Arlington, VA
22203.
Employees of Foundation at GS-13 level and above, Foundation
Representatives, contracting personnel, employees with regular contacts
with contractors.
Title; Date of Appointment; grade, home address; Employment and
financial interests, position in organization, nature of financial
interest; names and addresses of creditors, character of indebtedness;
interests in real property, nature of interest, type of property and
address, name, address, and nature of subject matter of other persons
supplying information.
44 U.S.C. 3101.
Information is used ``in house.'' Notwithstanding the above, access
may also be gained under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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 statutes, or rule,
regulation or order issued pursuant thereto.
(b) A record from the 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.
(c) A record from this system of records may be disclosed to a
federal agency, in response to this 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
benefits by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
Paper Files.
Manual. Identifier--Name.
Filed in locked, steel cabinets; records available to authorized
persons only.
Destroyed six years after employee departure.
General Counsel, Inter-American Foundation, 901 N. Stuart Street,
Arlington, VA 22203.
Contact the General Counsel. Inter-American Foundation, 901 N.
Stuart Street, Arlington, VA 22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF Records.
Contesting Record Procedures are contained in Rules Safeguarding
Personal Information in IAF Records.
Individual himself and people named by individual to supply
information.
IAF-2
Foundation Fellowship Application Files--IAF.
Inter-American Foundation, 901 N. Stuart Street, Arlington, VA
22203.
Candidates who submitted applications in a fellowship competition
for fellowship awards.
The application file contains such general personal information as
home and work addresses and phone numbers, citizenship, date and place
of birth, age, name and citizenship of spouse, social security number,
number and ages of children, educational history, employment history,
career information, travel experience, language capability, honors and
publications, personal statement, letters of recommendation, grade
transcripts, research/study prospectus, comments by Foundation staff
and contracted evaluators. In addition, other general competition files
provide scores by contracted evaluators of the individual candidate's
application for fellowship award recommendations.
44 U.S.C. 3101.
Information is used by contracted specialists for evaluating
applications and Foundation staff for managing the fellowship
competition. Notwithstanding the above, access may also be gained to
these records under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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.
(b) A record from the 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.
(c) A record from this system of records may be disclosed 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
benefits by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
Paper Files.
Manual. Identifier--Name and Program.
Filed in locked, steel cabinets; records available to authorized
persons only.
Disposed of in accordance with the General Records Schedule issued
by the Archivist of the United States.
Fellowship Assistant. Inter-American Foundation, 901 N. Stuart
Street, Arlington, VA 22203.
Contact individual listed above, or Vice President, Learning and
Dissemination. Inter-American Foundation, 901 N. Stuart Street,
Arlington, VA 22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF Records.
Contesting Record Procedures are contained in Rules Safeguarding
Personal Information.
Individual her/himself; educational institutions attended; letters
of recommendation by people identified by individual; Foundation staff;
contracted evaluators.
IAF-3
Foundation Fellowship Grant Files--IAF.
Inter-American Foundation, 901 N. Stuart Street, Arlington, VA
22203.
Successful Candidates (``Fellows'') who submitted applications and
received fellowship grants.
In addition to all information from the individual's application
file, the grant file contains such documents as the grant agreement and
amendments, financial and disbursement records, correspondence, grade
transcripts, programmatic and financial reports, research reports,
staff memoranda, and comments by contracted evaluators.
44 U.S.C. 3101.
Information is used by contracted specialists for evaluating grant
progress and Foundation staff for managing the individual's grant.
Notwithstanding the above, access may also be gained to these records
under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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 statutes, or rule,
regulation or order issued pursuant thereto.
(b) A record from the 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.
(c) A record from this system of records may be disclosed to a
federal agency, in response to this 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
benefits by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
Paper files.
Manual. Identifier--Name, Grant Number, and Program.
Filed in locked, steel cabinets; records available to authorized
persons only.
Disposed of in accordance with the General Records Schedule issued
by the Archivist of the United States.
Fellowship Assistant. Inter-American Foundation, 901 N. Stuart
Street, Arlington, VA 22203.
Contact individual listed above, or Vice President, Learning and
Dissemination. Inter-American Foundation, 901 N. Stuart Street,
Arlington, VA 22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF Records.
Contesting Record Procedures are contained in Rules Safeguarding
Personal Information.
Fellow her/himself; educational institutions attended; Foundation
staff; contracted evaluators.
IAF-4
Informal Personnel Files--IAF.
Inter-American Foundation, 901 N. Stuart Street, 10th Floor,
Arlington, VA 22203.
Applicants for Employment and Employees.
General personnel information including position descriptions,
training records, request for notification of personnel action,
notification of personnel action, performance plans on appraisals, time
and attendance records, occupation, pay plan, service computation
dates, date of birth, grade and salary, social security number, home
telephone number, resume, letters of recommendation, background
investigation data for critical/sensitive, non-critical sensitive and
security clearances, recommendation for performance recognition,
employment staffing reports, handicap and race and national origin
informal reports, informal notices of injury or occupational disease,
records of requests for unemployment compensation payments.
44 U.S.C. 3101.
Information is used ``in house'' (non-routine uses) for personnel
evaluation and management. Notwithstanding the above, access may also
be gained to these records under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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 statutes, or rule,
regulation or order issued pursuant thereto.
(b) A record from the 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.
(c) A record from this syetem of records may be disclosed to a
federal agency, in response to this 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
benefits by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
Paper files.
Manual. Identifier--Name.
Filed in locked, steel cabinets; records available to authorized
persons only.
Destroyed after three years of inactivity. (Being negotiated.)
Personnel Officer, Inter-American Foundation, 901 N. Stuart Street,
10th Floor, Arlington, VA 22203.
Contact individual listed above or Executive Vice President for
Operations. Inter-American Foundation, 901 N. Stuart Street, Arlington,
VA 22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF Records.
Contesting Record Procedures are contained in Rules Safeguarding
Personal Information.
Individual himself; educational institutions; previous employers;
letters of recommendations named by individual himself.
IAF-5
Personnel Investigation Records.
Personnel Security, Office of Personnel Management, Inter-American
Foundation, 901 N. Stuart Street, 10th Floor, Arlington, VA 22203.
a. Current and former employees or applicants for employment in the
agency.
b. Individuals considered for access to classified information or
restricted areas and/or security determinations as contractors,
experts, and/or background, and consultants to agency programs.
Investigative files and/or background files which pertain to
clearance investigations for Federal employment. These records contain
investigative information regarding an individual's character, conduct,
and behavior in the community where he or she lives or lived; arrests
and convictions for violations against the law; reports of interviews
with present and former supervisors, coworkers, associates, educators,
etc.; reports about the qualifications of an individual for a specific
position; files relating to adjudication matters; reports of inquiries
with law enforcement agencies, employers, educational institutions
attended, creditors; reports of action after OPM or FBI section 8(d)
Full Field Investigation; Notices of Security Investigation; and other
information developed from the above.
Executive Order 10450.
These records and information in these records may be used in
disclosing information:
a. To designated officers and employees of agencies, offices, and
other establishments in the executive, legislative, and judicial
branches of the Federal Government, and the District of Columbia
Government, when such agency, office, or establishment conducts an
investigation of the individual for the purpose of granting a security
clearance, or for the purpose of making a determination of
qualifications, suitability, or loyalty to the United States
Government, or access to classified information or restricted areas.
b. To designated officers and employees of agencies, offices, and
other establishments in the executive, legislative, and judicial
branches of the Federal Government, and the District of Columbia
Government, having the responsibility to grant clearances to make a
determination regarding access to classified information or restricted
areas, or to evaluate qualifications, suitability, or loyalty to the
United States Government, in connection with performance of a service
to the Federal Government under a contract or other agreement.
c. To the intelligence agencies of the Department of Defense, the
National Security Agency, the Central Intelligence Agency, and the
Federal Bureau of Investigation for use in intelligence activities.
d. To any source from which information is requested in the course
of an investigation, to the extent necessary to identify the
individual, inform the source of the nature and purpose of the
investigation, and to identify the type of information requested.
e. To Federal agencies as a data source for management information
through the production of summary descriptive statistics and analytical
studies in support of the functions for which the records are
maintained or for related studies.
f. To disclose information to officials of the Merit Systems
Protection Board, including the Office of the Special Counsel, when
requested in connection with appeals, special studies of the civil
service and other merit systems, review of office rules and
regulations, investigations of alleged or possible prohibited personnel
practices, and such other functions, e.g., as promulgated in 5 U.S.C.
1205 and 1206, or as may be authorized by law.
g. To disclose information to the Equal Employment Opportunity
Commission when requested in connection with investigations into
alleged or possible discrimination practices in the Federal sector,
examination of Federal affirmative employment programs, compliance by
Federal agencies with the Uniform Guidelines on Employee Selection
Procedures, or other functions vested in the Commission by the
President's Reorganization Plan No. 1 of 1978.
h. To disclose information to the Federal Labor Relations Authority
or its General Counsel when requested in connection with investigations
of allegations of unfair labor practices or matters before the Federal
Service Impasses Panel.
Records are maintained in file folders.
Records are received by the name of the individual on whom they are
maintained.
Folders are maintained in a steel file cabinet. The key to the
steel cabinet is locked in other secured file cabinets that are rarely
opened. All employees are required to have an appropriate background
investigation before they are allowed access to the records.
a. Log books which show the scheduling or completion of an
investigation, and investigative files, if any, are retained for two
years, plus the current year from the date of the most recent
investigative activity. Other information which show no investigative
record other than the completion of a clear National Agency Check or a
clear National Agency Check and Inquiry, and where no investigative
file folder exists, are retained for two years plus the current year.
b. Reports of action after OPM or FBI section 8(d) background
investigation are retained for the life of the investigative file.
c. Notices of Security Investigations are retained for 20 years.
All records are destroyed by shredding.
Director, Office of Personnel, Inter-American Foundation, 901 N.
Stuart Street, Arlington, VA 22203.
Individuals wishing to inquire whether this system contains
information about them should contact the system manager in writing.
Individuals must furnish the following information for their records to
be located and identified:
a. Full name
b. Date of birth
c. Social Security Number
d. Signature
e. Any available information regarding the type of record involved
f. The category of covered individuals under which the requester
believes he or she fits.
Specific materials in this system have been exempted from Privacy
Act provisions at 5 U.S.C. 552a(c)(3) and (d), regarding access to
records. The section of this notice titled Systems exempted from
certain provision of the Act, which appears below, indicates the kinds
of material exempted and the reasons for exempting them from access.
Individuals wishing to request access to their records should contact
the U.S. Office of Personnel Management, FIPC, Boyers, PA 16018-0618 in
writing. Individuals must furnish the following information for their
records to be located and identified:
a. Full name
b. Date of birth
c. Social Security Number
d. Signature
e. Any available information regarding the type of record involved
f. The category of covered individuals under which the requester
believes he or she fits.
Specific materials in this system have been exempted from Privacy
Act provisions at 5 U.S.C. 552a(d), regarding amendment to records.
The section of this notice titled Systems exempted from certain
provisions of the Act, which appears below, indicates the kinds of
material exempted and the reasons for exempting them from amendment.
Individuals wishing to request amendment to their non-exempt records
should contact the system manager in writing. Individuals must furnish
the following information for their records to be located and
identified:
a. Full name
b. Date of birth
c. Social Security Number
d. Signature
e. Any available information regarding the type of record involved
f. The category of covered individuals under which the requester
believes he or she fits
Information contained in the system was obtained from the following
categories of sources:
a. Applications and other personnel and security forms furnished by
the individual
b. Investigative and other record material furnished by Federal
agencies
c. Notices of personnel actions furnished by Federal agencies
d. By personal investigation or written inquiry from sources such
as employers, educational institutions, references, neighbors,
associates, police departments, courts, credit bureaus, medical
records, probation officials, prison officials, newspapers, magazines,
periodicals, and other publications.
This system may contain the following types of information:
a. Properly classified information, obtained from another Federal
agency during the course of a personnel investigation, which pertains
to national defense and foreign policy. The Privacy Act, at 5 U.S.C.
552a(k)(1), permits an agency to exempt such materials from certain
provisions of the Act.
b. Investigatory material compiled for law enforcement purposes in
connection with the administration of the merit system. The Privacy
Act, at 5 U.S.C. 552a(k)(2), permits an agency to exempt such material
from certain provisions of the Act. Application of exemption (k)(2) may
be necessary to preclude the data subject's access to and amendment of
the record.
c. Investigatory material compiled solely for the purpose of
determining suitability, eligibility, or qualifications for Federal
civilian employment. The Privacy Act, at 5 U.S.C. 552a(k)(5), permits
an agency to exempt such material from certain provisions of the Act.
Materials may be exempted to the extent that release of the material to
the individual whom the information is about would:
1. Reveal the identify of a source who furnished information to the
Government under an express promise (granted on or after September 27,
1975) that the identify of the source would be in confidence; or
2. Reveal the identify of a source who, prior to September 27,
1975, furnished information to the Government under an implied promise
that the identity of the source would be held in confidence.
IAF-6
Payroll/Travel Accounting Records.
Inter-American Foundation, 901 N. Stuart Street, Arlington, VA
22203.
Individual Payroll/Travel information.
Individual employee pay records and official travel obligation/
travel voucher records.
44 U.S.C. 3101.
Payroll records used for entry into IAF accounting system; travel
documents used for expenditure of funds for travel advances, tickets,
travel reimbursements. Notwithstanding the above, access may also be
gained to these records under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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.
(b) A record from the 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.
(c) A record from this system of records may be disclosed 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.
Paper files.
Manual. Identifier: Name.
Records secured in locked files and made available only to
authorized persons.
Disposed of in accordance with the General Records Schedule issued
by the Archivist of the United States.
Chief Accountant, Inter-American Foundation, 901 N. Stuart St.,
Arlington, VA 22203.
Contact individual listed above, or Vice President, Administration
and Finance, Inter-American Foundation, 901 N. Stuart St., Arlington,
VA 22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF records.
Contesting Records Procedures are contained in Rules Safeguarding
Personal Information in IAF Records.
Individual him/her self.
IAF-7
Inter-American Foundation--General Financial Records.
Department of Energy (DOE), Germantown, Md Office; copies held by
the Inter-American Foundation. (DOE holds records for the Foundation
under Inter-Agency Agreement.)
Past and present IAF employees.
Varied payroll records, including, among other documents, time and
attendance sheets; payment vouchers; comprehensive listing of
employees; health benefits records; requests for deductions; tax forms;
W2 forms; overtime requests; leave data; retirement records. Records
are used by the IAF and DOE employees to maintain adequate payroll
information for IAF employees and otherwise by the IAF and DOE
employees for IAF employees who have a need for the records in the
performance of their duties.
31 U.S.C. generally and Pub. L. 91-175.
Records are released to GAO for audits, to the Internal Revenue
Service for investigation, and to private attorneys, pursuant to a
power of attorney. Notwithstanding the above, access may also be gained
to these records under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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.
(b) 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.
(c) A record from this system of records may be disclosed 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 contact, or the issuance of a license, grantor or other
benefit by the requesting agency, to the extent that the information is
relevant and necessary to the requesting agency's decision in the
matter.
(d) A record from this system of records may be disclosed to an
authorized appeal grievance examiner, formal complaints examiner, equal
employment opportunity investigator, 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 United States Civil
Service Commission in accordance with the agency's responsibility for
evaluation and oversight of federal personnel management.
(e) A record from this system of records may be disclosed to
officers and employees of a federal agency for purposes of audit.
Paper and microfilm.
Manual. Identifier--Social Security Number.
Stored in guarded building; released only to authorized personnel.
Disposition of records shall be in accordance with HB GSA Records
Maintenance and Disposition System (OAD P 1820.2).
Personnel Office, Office of Personnel, Vice President for
Operations, Inter-American Foundation, 901 N. Stuart Street, 10th
Floor, Arlington, VA 22203.
Contact individual listed above, or Vice President for Operations.
Inter-American Foundation, 901 N. Stuart Street, 10th Floor, Arlington,
VA 22203.
IAF access procedures are contained in 22 CFR part 1003.
Contesting Record Procedures are contained in 22 CFR part 1003.
The subject individual; the Inter-American Foundation.
IAF-8
Personnel Budget Records.
Inter-American Foundation, 901 N. Stuart St., Arlington, VA 22203,
Budget Office, Office of Administration and Finance.
Inter-American Foundation employees.
Individual employee current and projected salaries.
44 U.S.C. 3101.
Budget preparation, tracking, and reporting. Notwithstanding the
above, access may also be gained to these records under the following
conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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 statutes, or rule,
regulation or order issued pursuant thereto.
(b) A record from the 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.
(c) A record from this system of records may be disclosed to a
federal agency, in response to this 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
benefits by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
Paper and electronic files.
Manual. Identifier: Name.
Records secured in locked files and made available only to
authorized persons.
Disposed of in accordance with the General Records Schedule issued
by the Archivist of the United States.
Budget Officer, Inter-American Foundation, 901 N. Stuart St.,
Arlington, VA 22203.
Contact individual listed above, or Vice President, Administration
and Finance, Inter-American Foundation, 901 N. Stuart St., Arlington,
VA 22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF records.
Contesting Records Procedures are contained in Rules Safeguarding
Personal Information in IAF Records.
Individual him/her self.
IAF-9
Accounts Payable.
Inter-American Foundation, 901 N. Stuart St., Arlington, VA 22203.,
Office of Administration and Finance, Accounting Office.
Individuals, both employees and others who are paid or due to be
paid from Foundation's appropriations.
Records pertaining to payments for travel, miscellaneous expenses,
contractual services.
44 U.S.C. 3101.
Information is used for entry into IAF'S accounting system.
Notwithstanding the above, access may also be gained to these records
under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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 statutes, or rule,
regulation or order issued pursuant thereto.
(b) A record from the 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.
(c) A record from this system of records may be disclosed to a
federal agency, in response to this 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
benefits by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
Paper files.
Manual. Identifier: Name.
Records available to authorized persons only.
Disposed of in accordance with the General Records Schedule issued
by the Archivist of the United States.
Chief Accountant, Office of Administration and Finance, Inter-
American Foundation, 901 N. Stuart St., Arlington, VA 22203.
Contact individual listed above at Inter-American Foundation,
Office of Administration and Finance, 901 N. Stuart St., Arlington, VA
22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF records.
Contesting Records Procedures are contained in Rules Safeguarding
Personal Information in IAF records.
Individual him/her self.
IAF-10
Contract files--IAF.
Inter-American Foundation, 901 N. Stuart St., Arlington, VA 22203.
Individuals entering into contractual relationships with the IAF.
Contracts, Purchase Orders, bids, solicitations, and other records
relating to the operations of the contract office.
44 U.S.C. 3101.
Information is used ``in house'' for management of contract
activities. Notwithstanding the above, access may also be gained to
these records under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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 statutes, or rule,
regulation or order issued pursuant thereto.
(b) A record from the 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.
(c) A record from this system of records may be disclosed to a
federal agency, in response to this 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
benefits by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
Paper files.
Manual. Identifier: Name.
Records available to authorized persons only.
Contracts under $25,000 destroyed three years after final payment.
Contracts exceeding $25,000 destroyed six years after final payment.
Contracting Officer, Inter-American Foundation, 901 N. Stuart St.,
Arlington, VA 22203.
Contact individual listed above, or Vice President, Administration
and Finance, Inter-American Foundation, 901 N. Stuart St., Arlington,
VA 22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF records.
Contesting Records Procedures are contained in Rules Safeguarding
Personal Information in IAF records.
Individual him/her self.
IAF-10
Automated Data Processing Management.
Inter-American Foundation, 901 N. Stuart St., Arlington, VA 22203,
Office of Administration and Finance, ADP Unit.
IAF employees and on-site contractors.
Records pertaining to access to the IAF's computer system.
44 U.S.C. 3101.
Information is used by ADP administrator for control of IAF
employees and on-site contractors to access IAF's computer system.
Notwithstanding the above, access may also be gained to these records
under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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 statutes, or rule,
regulation or order issued pursuant thereto.
(b) A record from the 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.
(c) A record from this system of records may be disclosed to a
federal agency, in response to this 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
benefits by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
Electronic/Paper Files.
Electronic. Identifier: Name/Office group.
Access authorized only to ADP Administrator.
Disposed of when individual leaves the agency.
System manager(s) and address:
Automated Data Processing Administrator, Office of Administration
and Finance, Inter-American Foundation, 901 N. Stuart St., Arlington,
VA 22203.
Contact individual listed above at Inter-American Foundation,
Office of Administration and Finance, 901 N. Stuart St., Arlington, VA
22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF records.
Contesting Records Procedures are contained in Rules Safeguarding
Personal Information in IAF records.
Individual him/her self.
IAF-11
Security Card Accountability Records.
Inter-American Foundation, 901 N. Stuart St., Arlington, VA 22203.
Individuals issued security cards for after hours entry into office
space.
Lists of those employees issued security cards for after hours
entry into office space.
44 U.S.C. 3101.
Information is used ``in house'' for management of security
activities. Notwithstanding the above, access may also be gained to
these records under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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 statutes, or rule,
regulation or order issued pursuant thereto.
(b) A record from the 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.
(c) A record from this system of records may be disclosed to a
federal agency, in response to this 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
benefits by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
Paper files.
Manual. Identifier: Name.
Records available to authorized persons only.
Disposed of upon the departure of the employee from the agency.
General Services Officer, Inter-American Foundation, 901 N. Stuart
St., Arlington, VA 22203.
Contact individual listed above, or Vice President, Administration
and Finance, Inter-American Foundation, 901 N. Stuart St., Arlington,
VA 22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF records.
Contesting Records Procedures are contained in Rules Safeguarding
Personal Information in IAF Records.
Individual him/her self.
IAF-12
Credit Card Accountability Records.
Inter-American Foundation, 901 N. Stuart St., Arlington, VA 22203.
Individuals issued Diners Club and Telephone Calling Cards.
Lists of those employees issued Diners Club and Telephone Calling
Cards for use in connection with official travel.
44 U.S.C. 3101.
Information is used ``in house'' for management of travel
activities. Notwithstanding the above, access may also be gained to
these records under the following conditions:
(a) In the event that a system of records maintained by this agency
to carry out its functions indicates a violation or potential violation
of law, whether civil, criminal or regulatory in nature, and whether
arising by general statute or particular program statute, or by
regulation, rule or order issued 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 statutes, or rule,
regulation or order issued pursuant thereto.
(b) A record from the 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.
(c) A record from this system of records may be disclosed to a
federal agency, in response to this 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
benefits by the requesting agency, to the extent that the information
is relevant and necessary to the requesting agency's decision on the
matter.
Paper files.
Manual. Identifier: Name.
Records available to authorized persons only.
Disposed of upon the departure of the employee from the agency.
General Services Officer, Inter-American Foundation, 901 N. Stuart
St., Arlington, VA 22203.
Contact individual listed above, or Vice President, Administration
and Finance, Inter-American Foundation, 901 N. Stuart St., Arlington,
VA 22203.
IAF access procedures are contained in Rules Safeguarding Personal
Information in IAF records.
Contesting Records Procedures are contained in Rules Safeguarding
Personal Information in IAF records.
Individual him/her self.
Dated: February 28, 1994.
Evan M. Koster,
Privacy Act Officer.
[FR Doc. 94-4920 Filed 3-3-94; 8:45 am]
BILLING CODE 7025-01-P
