Privacy Act of 1974: Altered System of Records

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