# Privacy Act of 1974: Systems of Records > Briefs, arguments, decisions, and more. URL: https://www.frixlaw.com/law-library/documents/fr%3A98-31632 ## Record - **Collection:** Federal Register - **Document type:** Notice - **Published:** December 17, 1998 - **Citation:** 63 FR 69716 ## Text [Federal Register Volume 63, Number 242 (Thursday, December 17, 1998)] [Notices] [Pages 69716-69965] From the Federal Register Online via the Government Publishing Office [www.gpo.gov] [FR Doc No: 98-31632] [[Page 69715]] _______________________________________________________________________ Part II Department of the Treasury _______________________________________________________________________ Privacy Act of 1974; Republication of System of Records; Notices Federal Register / Vol. 63, No. 242 / Thursday, December 17, 1998 / Notices [[Page 69716]] DEPARTMENT OF THE TREASURY Privacy Act of 1974: Systems of Records Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a) and the Office of Management and Budget (OMB) Circular No. A-130, the Department of the Treasury has completed a review of its Privacy Act systems of records notices to identify minor changes that will more accurately describe these records. Customs .067--Bank Secrecy Act Reports File, was transferred to Departmental Offices (DO) due to change in organizational responsibilities (published January 10, 1997, at 62 FR 1489). The system was renamed and renumbered as ``Treasury/DO .213--Bank Secrecy Act Reports System.'' The system retains the exemptions claimed in 31 CFR 1.36. IRS 42.029--Audit Underreporter Case Files was renumbered as IRS 24.047 to reflect new ownership within the IRS, and IRS 26.013 was renamed as ``Trust Fund Recovery Cases/One Hundred Percent Penalty Cases.'' In addition, the IRS has added a ``Purpose(s)'' statement to many of its notices. Other changes throughout the document are editorial in nature and consist principally of changes to system locations and system manager addresses, retention and disposal schedules, revisions to organizational titles and transfers of functions. The following four systems of records have been added to the Department of the Treasury's inventory of Privacy Act notices since October 1, 1995: Departmental Offices: DO .212--Suspicious Activity Report System (SARS) (published 3/ 26/97 at 62 FR 14532.) Financial Management Service: FMS .016--Payment Records for Other Than Regular Recurring Benefit Payments (published 9/12/95 at 60 FR 47435.) Internal Revenue Service: IRS 00.003--Customer Feedback System (published 7/23/97, at 62 FR 39604.) IRS 46.050--Automated Information Analysis System (published 9/ 9/96 at 61 FR 47547.) As a result of this review, 19 systems of records, identified below, are being removed from Treasury's inventory of Privacy Act systems: Departmental Offices: DO .062--Executive Inventory Files DO .065--Appointment at Above the Minimum Rate of the Grade File DO .067--Detailed Employee Files DO .070--Automated Systems Division, ASD Project Recording System DO .205--Executive Information System (EIS) U.S. Customs Service: CS .014--Advice Requests (Legal) (Pacific Region) CS .028--Baggage Declaration CS .092--Exit Interview CS .161--Optional Retirement List CS .210--Revocation of I. D. Privileges and ``Cash Basis Only'' for Reimbursable Services List CS .217--Set Off Files CS .219--Skills Inventory Records CS .220--Supervisory Notes and Files CS .277--Drivers License File Bureau of Engraving and Printing: BEP .023--Motor Vehicle Licensing Records Internal Revenue Service: IRS 90.006--Former Chief Counsel Interpretative Case Files Bureau of the Public Debt: BPD .008--Savings Bonds Sales Promotion/Volunteer Record System BPD .009--Savings Bond Sales Record System Office of Thrift Supervision: OTS .009 Health Files The systems notices are reprinted in their entirety following the Table of Contents. Dated: November 19, 1998. Shelia Y. McCann, Deputy Assistant Secretary (Administration). Table of Contents Departmental Offices (DO) DO .002--Treasury Integrated Management Information System (TIMIS) DO .004--Personnel Security System DO .005--Grievance Records DO .007--General Correspondence Files DO .010--Office of Domestic Finance, Actuarial Valuation System DO .060--Correspondence Files and Records on Employee Complaints and/or Dissatisfaction DO .068--Time-In-Grade Exception Files DO .111--Office of Foreign Assets Control Census Records DO .114--Foreign Assets Control Enforcement Records DO .118--Foreign Assets Control Licensing Records DO .144--General Counsel Litigation Referral and Reporting System DO .149--Foreign Assets Control Legal Files DO .150--Disclosure Records DO .156--Tax Court Judge Applicants DO .183--Private Relief Tax Bill Files--Office of the Assistant Secretary for Tax Policy DO .190--General Allegations and Investigative Records DO .191--OIG Management Information System DO .193--Employee Locator and Automated Directory System DO .194--Circulation System (formerly Document Delivery Control System) DO .196--Security Information System DO .200--FinCEN Data Base DO .201--Fitness Center Records DO .202--Drug-Free Workplace Program Records DO .203--Public Transportation Incentive Program Records DO .206--Office Tracking System (OTS) DO .207--Waco Administrative Review Group Investigation DO .209--Personal Services Contracts (PSC) DO .210--Integrated Financial Management and Revenue System DO .211--Telephone Call Detail Records DO .212--Suspicious Activity Reporting System (SARS) DO .213--Bank Secrecy Act Reports System (formerly CS .067--Bank Secrecy Act Reports File) Bureau of Alcohol, Tobacco, and Firearms (ATF) ATF .001--Administrative Record System ATF .002--Correspondence Record System ATF .003--Criminal Investigation Report System ATF .005--Freedom of Information Requests ATF .006--Internal Security Record System ATF .007--Personnel Record System ATF .008--Regulatory Enforcement Record System ATF .009--Technical and Scientific Services Record System Comptroller of the Currency (CC) CC .004--Consumer Complaint Information System CC .012--Freedom of Information Index and Log CC .013--Enforcement and Compliance Information System CC .014--Personnel Security/Investigation Files/Employee Applicant Reference File CC .015--Chain Banking Organizations System CC .016--Litigation Information System CC .221--Registration Records for Municipal and United States Government Securities Dealers (formerly: Professional Qualification Records for Municipal Securities Principals, Municipal Securities Representatives, and U.S. Government Securities Associated Persons) CC .300--Administrative Personnel System CC .310--Financial System CC .320--General Personnel System CC .500--Chief Counsel's Management Information System U.S. Customs Service (CS) CS .001--Acceptable Level of Competence, Negative Determination CS .002--Accident Reports CS .005--Accounts Receivable CS .009--Acting Customs Inspector (Excepted) CS .021--Arrest/Seizure/Search Report and Notice of Penalty File CS .022--Attorney Case File CS .030--Bankrupt Parties-In-Interest CS .031--Bills Issued Files CS .032--Biographical Files (Headquarters) CS .040--Carrier File CS .041--Cartmen or Lightermen CS .042--Case and Complaint File CS .043--Case Files (Associate Chief Counsel--Gulf Customs Management Center) (formerly Case Files (Regional Counsel--South Central Region)) CS .044--Certificates of Clearance CS .045--Claims Act File [[Page 69717]] CS .046--Claims Case File CS .050--Community Leader Survey CS .053--Confidential Source Identification File CS .054--Confidential Statements of Employment and Financial Interests CS .056--Congressional and Public Correspondence File CS .057--Container Station Operator Files CS .058--Cooperating Individual Files CS .061--Court Case File CS .064--Credit Card File CS .069--Customs Brokers File CS .077--Disciplinary Action, Grievance and Appeal Case Files CS .078--Disclosure of Information File CS .081--Dock Passes CS .083--Employee Relations Case Files CS .096--Fines, Penalties and Forfeiture Control and Information Retrieval System CS .098--Fines, Penalties and Forfeitures Records CS .099--Fines, Penalties and Forfeiture Records (Supplemental Petitions) CS .100--Fines, Penalties and Forfeiture Record (Headquarters) CS .105--Former Employees CS .109--Handicapped Employee File CS .122--Information Received File CS .123--Injury Notice CS .125--Intelligence Log CS .127--Internal Affairs Records System CS .129--Investigations Record System CS .133--Justice Department Case File CS .136--All Liquidated Damage Penalty, and Seizure Cases; Prior Violators CS .137--List of Vessel Agents Employees CS .138--Litigation Issue Files CS .144--Mail Protest File CS .148--Military Personnel and Civilian Employees' Claims Act File CS .151--Motor Vehicle Accident Reports CS .156--Narcotics Violator File CS .159--Notification of Personnel Management Division when an Employee is placed under investigation by the Office of Internal Affairs CS .162--Organization (Customs) and Automated Position Management System (COAPMS) CS .163--Outside Employment Requests CS .165--Overtime Earnings CS .170--Overtime Reports CS .171--Pacific Basin Reporting Network CS .172--Parking Permits File CS .186--Personnel Search CS .190--Personnel Case File CS .193--Operating Personnel Folder Files CS .196--Preclearance Costs CS .197--Private Aircraft/Vessel Inspection Reporting System CS .201--Property File, Non-Expendable CS .206--Regulatory Audits of Customhouse Brokers CS .207--Reimbursable Assignment/Workticket System (formerly: Reimbursable Assignment System) CS .208--Restoration of Forfeited Annual Leave Cases CS .209--Resumes of Professional Artists CS .211--Sanction List CS .212--Search/Arrest/Seizure Report CS .214--Seizure File CS .215--Seizure Report File CS .224--Suspect Persons Index CS .226--Television System CS .227--Temporary Importation Under Bond (TIB) Defaulter Control System CS .232--Tort Claims Act File CS .234--Tort Claims Act File CS .238--Training and Career Individual Development Plans CS .239--Training Records CS .244--Treasury Enforcement Communications System CS .249--Uniform Allowance-Unit Record CS .251--Unscheduled Overtime Report CS .252--Valuables Shipped Under Government Losses in Shipment Act CS .258--Violator's Case Files CS .260--Warehouse Proprietor Files CS .262--Warnings to Importers in Lieu of Penalty CS .268--Military Personnel and Civilian Employees' Claim Act File CS .269--Accounts Payable Voucher File CS .270--Background-Record File on Non-Customs Employees CS .271--Cargo Security Record System CS .272--Currency Declaration File (Customs Form 4790) CS .274--Importers, Brokers, Carriers, Individuals and Sureties Master File CS .278--Automated Commercial System (ACS) CS .284--Personnel Verification System CS .285--Automated Index to Central Investigative Files (formerly: Automated Index to Central Enforcement Files) Customs Appendix A Bureau of Engraving and Printing (BEP) BEP .002--Personal Property Claim File BEP .004--Counseling Records BEP .005--Compensation Claims BEP .006--Debt Files (Employees) BEP .014--Employee's Production Record BEP .016--Employee Suggestions BEP .020--Industrial Truck Licensing Records BEP .021--Investigative Files BEP .027--Programmable Access Security System (PASS) BEP .035--Tort Claims (Against the United States) BEP .038--Unscheduled Absence Record BEP .040--Freedom of Information and Privacy Act Requests BEP .041--Record of Discrimination Complaints BEP .043--Parking Program Records BEP .044--Personnel Security Files and Indices BEP .045--Mail Order Sales Customer Files BEP .046--Automated Mutilated Currency Tracking System Federal Law Enforcement Training Center (FLETC) FLETC .001--FLETC Payroll/Personnel Records System FLETC .002--FLETC Trainee Records FLETC .004--FLETC Administrative Employee Records Financial Management Service (FMS) FMS .001--Administrative Records FMS .002--Payment Issue Records for Regular Recurring Benefit Payments FMS .003--Claims and Inquiry Records on Treasury Checks, and International Claimants FMS .005--FMS Personnel Records FMS .007--Payroll and Pay Administration FMS .008--Personnel Security Records FMS .010--Records of Accountable Officers' Authority with Treasury FMS .012--Pre-complaint Counseling and Complaint Activities FMS .013--Gifts to the United States FMS .014--Debt Collection Operations System FMS .016--Payment Records for Other Than Regular Recurring Benefit Payments Internal Revenue Service (IRS) IRS 00.001--Correspondence Files and Correspondence Control Files IRS 00.002--Correspondence Files/Inquiries About Enforcement Activities IRS 00.003--Customer Feedback System IRS 10.001--Biographical Files, Public Affairs IRS 10.004--Subject Files, Public Affairs IRS 21.001--Tax Administration Resources File, Office of Tax Administration Advisory Services IRS 22.003--Annual Listing of Undelivered Refund Checks IRS 22.011--File of Erroneous Refunds IRS 22.026--Form 1042S Index by Name of Recipient IRS 22.027--Foreign Information System (FIS) IRS 22.032--Individual Microfilm Retention Register IRS 22.034--Individual Returns Files, Adjustments and Miscellaneous Documents Files IRS 22.043--Potential Refund Litigation Case Files IRS 22.044--P.O.W.--M.I.A. Reference File IRS 22.054--Subsidiary Accounting Files IRS 22.059--Unidentified Remittance File IRS 22.060--Automated Non-Master File (ANMF) (formerly Manual Accounting Replacement Systems) IRS 22.061--Individual Return Master File (IRMF) (formerly Wage and Information Returns Processing (IRP) File) IRS 24.013--Combined Account Number File, Taxpayer Services (formerly Combined Account Number File, Returns Processing) IRS 24.029--Individual Account Number File (IANF), Taxpayer Services (formerly Individual Account Number (IANF), Returns Processing) IRS 24.030--Individual Master File (IMF), Taxpayer Services (formerly Individual Master File (IMF), Returns Processing) IRS 24.046--Business Master File (BMF), Taxpayer Services (formerly Business Master File (BMF), Returns Processing) IRS 24.047--Audit Underreporter Case File (formerly IRS 42.029) IRS 24.070--Debtor Master File (DMF) IRS 26.001--Acquired Property Records IRS 26.006--Form 2209, Courtesy Investigations IRS 26.008--IRS and Treasury Employee Delinquency IRS 26.009--Lien Files (Open and Closed) IRS 26.010--Lists of Prospective Bidders at Internal Revenue Sales of Seized Property IRS 26.011--Litigation Case Files IRS 26.012--Offer in Compromise (OIC) File [[Page 69718]] IRS 26.013--Trust Fund Recovery Cases/One Hundred Percent Penalty Cases (formerly: One Hundred Percent Penalty Cases) IRS 26.014--Record 21, Record of Seizure and Sale of Real Property IRS 26.016--Returns Compliance Programs (RCP) IRS 26.019--Taxpayer Delinquent Accounts (TDA) Files including subsystems: (a) Adjustments and Payment Tracers Files,(b) Collateral Files, (c) Seized Property Records, (d) Tax Collection Waiver, Forms 900, Files, and (e) Accounts on Child Support Obligations IRS 26.020--Taxpayer Delinquency Investigation (TDI) Files IRS 26.021--Transferee Files IRS 26.022--Delinquency Prevention Programs IRS 30.003--Requests for Printed Tax Materials Including Lists IRS 30.004--Security Violations IRS 34.003--Assignment and Accountability of Personal Property Files IRS 34.005--Parking Space Application and Assignment IRS 34.007--Record of Government Books of Transportation Requests IRS 34.009--Safety Program Files IRS 34.012--Emergency Preparedness Cadre Assignments and Alerting Rosters Files IRS 34.013--Identification Media Files System for Employees and Others Issued IRS ID IRS 34.014--Motor Vehicle Registration and Entry Pass Files IRS 34.016--Security Clearance Files IRS 34.018--Integrated Data Retrieval System (IDRS) Security Files IRS 36.001--Appeals, Grievances and Complaints Records IRS 36.002--Employee Activity Records IRS 36.003--General Personnel and Payroll Records IRS 36.005--Medical Records IRS 36.008--Recruiting, Examining and Placement Records IRS 36.009--Retirement, Life Insurance and Health Benefits Records System IRS 37.001--Abandoned Enrollment Applications IRS 37.002--Files containing derogatory information about individuals whose applications for enrollment to practice before the IRS have been denied and Applicant Appeal Files IRS 37.003--Closed Files Containing Derogatory Information About Individuals' Practice Before the Internal Revenue Service and Files of Attorneys and Certified Public Accountants Formerly Enrolled to Practice IRS 37.004--Derogatory Information (No Action) IRS 37.005--Present Suspensions and Disbarments Resulting from Administrative Proceedings IRS 37.006--General Correspondence File IRS 37.007--Inventory IRS 37.008--Register of Docketed Cases and Applicant Appeals IRS 37.009--Enrolled Agents and Resigned Enrolled Agents (Action pursuant to 31 CFR, Section 10.55(b)) IRS 37.010--Roster of Former Enrollees IRS 37.011--Present Suspensions from Practice Before the Internal Revenue Service IRS 38.001--General Training Records IRS 42.001--Examination Administrative File IRS 42.008--Audit Information Management System (AIMS) IRS 42.013--Project Files for the Uniform Application of Laws as a Result of Technical Determinations and Court Decisions IRS 42.014--Internal Revenue Service Employees' Returns Control Files IRS 42.016--Classification/Centralized Files and Scheduling Files IRS 42.017--International Enforcement Program Files IRS 42.021--Compliance Programs and Projects Files IRS 42.027--Data on Taxpayers Filing on Foreign Holdings IRS 42.030--Discriminant Function File (DIF) IRS 44.001--Appeals Case Files IRS 44.003--Unified System for Time and Appeals Records (Unistar) IRS 44.004--Art Case File IRS 44.005--Expert Witness and Fee Appraiser Files IRS 46.002--Criminal Investigation Management Information IRS 46.003--Confidential Informants, Criminal Investigation Division IRS 46.004--Controlled Accounts-Open and Closed IRS 46.005--Electronic Surveillance File, Criminal Investigation Division IRS 46.009--Centralized Evaluation and Processing of Information Items (CEPIIs), Evaluation and Processing of Information (EOI), Criminal Investigation Division (formerly: Centralized Evaluation and Processing of Information Items (CEPIIs), Criminal Investigation Division IRS 46.011--Illinois Land Trust Files, Criminal Investigation Division IRS 46.015--Relocated Witnesses, Criminal Investigation Division IRS 46.016--Secret Service Details, Criminal Investigation Division IRS 46.022--Treasury Enforcement Communications System (TECS), Criminal Investigation Division IRS 46.050--Automated Information Analysis System IRS 48.001--Disclosure Records IRS 48.008--Defunct Special Service Staff File Being Retained Because of Congressional Directive IRS 49.001--Collateral and Information Requests System IRS 49.002--Tax Treaty Information Management System--Competent Authority and Index Card--Microfilm Retrieval System IRS 49.003--Financial Statements File IRS 49.007--Overseas Compliance Projects System IRS 49.008--Taxpayer Service Correspondence System IRS 50.001--Employee Plans/Exempt Organizations Correspondence Control Records (Form 5961) IRS 50.003--Employee Plans/Exempt Organizations, Reports of Significant Matters in Technical (M-5945) IRS 60.001--Assault and Threat Investigation Files, Inspection IRS 60.002--Bribery Investigation Files, Inspection IRS 60.003--Conduct Investigation Files, Inspection IRS 60.004--Disclosure Investigation Files, Inspection IRS 60.005--Enrollee Applicant Investigation Files, Inspection IRS 60.006--Enrollee Charge Investigation Files, Inspection IRS 60.007--Miscellaneous Information File, Inspection IRS 60.008--Security, Background, and Character Investigation Files, Inspection IRS 60.009--Special Inquiry Investigation Files, Inspection IRS 60.010--Tort Investigation Files, Inspection IRS 60.011--Internal Security Management Information System (ISMIS) IRS 70.001--Individual Income Tax Returns, Statistics of Income IRS 90.001--Chief Counsel Criminal Tax Case Files IRS 90.002--Chief Counsel Disclosure Litigation Case Files IRS 90.003--Chief Counsel General Administrative Systems IRS 90.004--Chief Counsel General Legal Services Case Files IRS 90.005--Chief Counsel General Litigation Case Files IRS 90.007--Chief Counsel Legislation and Regulations Division, Employee Plans and Exempt Organizations Division, and Associate Chief Counsel (Technical and International) Correspondence and Private Bill File IRS 90.009--Chief Counsel Field Services Case Files IRS 90.010--Digest Room Files Containing Briefs, Legal Opinions, and Digests of Documents Generated Internally or by the Department of Justice Relating to the Administration of the Revenue Laws IRS 90.011--Attorney Recruiting Files IRS 90.013--Legal Case Files of the Chief Counsel, Deputy Chief Counsel, and Associate Chief Counsels (Litigation), (Domestic), (International), and (Employee Benefits and Exempt Organizations) IRS 90.015--Reference Records of the Library in the Office of Chief Counsel IRS 90.016--Counsel Automated Tracking System (CATS) Records IRS 90.017--Correspondence Control and Records, Associate Chief Counsel (Technical and International) IRS 90.018--Expert Witness Library IRS Appendix A United States Mint (Mint) Mint .001--Cash Receivable Accounting Information System Mint .002--Current Employee Security Identification Record Mint .003--Employee and Former Employee Travel and Training Accounting Information System [[Page 69719]] Mint .004--Occupational Safety and Health, Accident and Injury Records, and Claims for Injuries or Damage Compensation Records Mint .005--Employee-Supervisor Performance Evaluation, Counseling, and Time and Attendance Records Mint .007--General Correspondence Mint .008--Criminal Investigations Files Mint .009--Mail order and catalogue sales system (MACS), customer mailing list, order processing record for coin sets, medals and numismatic items, and records of undelivered orders, product descriptions, availability and inventory (formerly Numismatic Coin Operations System (NUCOS) Records, Customer Mailing List, Order Processing Record for Coin Sets, Medals and Numismatic Items, and records of undelivered orders) Mint .012--Grievances. Union/Agency Negotiated Grievances, Adverse Performance Based Personnel Actions; Discrimination Complaints; Third Party Actions Bureau of the Public Debt (BPD) BPD .001--Human Resources and Administrative Records (formerly: Personnel and Administrative Records) BPD .002--United States Savings Type Securities BPD .003--United States Securities (Other than Savings Type Securities) BPD .004--Controlled Access Security System BPD .005--Employee Assistance Records BPD .006--Health Services Program Records BPD .007--Gifts to Reduce the Public Debt United States Secret Service (USSS) USSS .001--Administrative Information System USSS .002--Chief Counsel Record System USSS .003--Criminal Investigation Information System USSS .004--Financial Management Information System USSS .005--Freedom of Information Request System USSS .006--Non-Criminal Investigation Information System USSS .007--Protection Information System USSS .008--Public Affairs Record System USSS .009--Training Information System USSS Appendix A Office of Thrift Supervision (OTS) OTS .001--Confidential Individual Information System OTS .002--Correspondence/Correspondence Tracking OTS .003--Consumer Complaint OTS .004--Criminal Referral Database OTS .005--Employee Counseling Service OTS .006--Employee Locator File OTS .007--Employee Parking OTS .008--Employee Training Database OTS .010--Inquiry/Request Control OTS .011--Positions/Budget OTS .012--Payroll/Personnel Systems & Payroll Records OTS .013--Personnel Security and Suitability Program Systems Covered by This Notice This notice covers all systems of records adopted up to September 30, 1998. Departmental Offices TREASURY/DO .002 SYSTEM NAME: Treasury Integrated Management Information Systems (TIMIS)-- Treasury/DO. SYSTEM LOCATION: The system management staff of TIMIS is located at 740 15th Street NW, Suite 400, Washington, DC 20005. The TIMIS processing site is located at the United States Department of Agriculture National Finance Center, 13800 Old Gentilly Road, New Orleans, LA 70129. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current and historical payroll/personnel data of employees of all Treasury bureaus and organizations, except the Office of Thrift Supervision (OTS). Categories of records in the system: Information contained in the records of the TIMIS system include such data as: (1) Employee identification and status data such as name, social security number, date of birth, sex, race and national origin designator, awards received, suggestions, work schedule, type of appointment, education, training courses attended, veterans preference, and military service. (2) Employment data such as service computation for leave, date probationary period began, date of performance rating, and date of within-grade increases. (3) Position and pay data such as position identification number, pay plan, step, salary and pay basis, occupational series, organization location, and accounting classification codes. (4) Payroll data such as earnings (overtime and night differential), deductions (Federal, state and local taxes, bonds and allotments), and time and attendance data. (5) Employee retirement and Thrift Savings Plan data. (6) Tables of data for editing, reporting and processing personnel and pay actions. These include nature of action codes, civil service authority codes, standard remarks, signature block table, position title table, financial organization table, and salary tables. Authority for maintenance of the system: The Office of Personnel Management Manual, 50 U.S.C. App. 1705- 1707; 31 U.S.C. and Departmental Circular 145 and 830. The Department of the Treasury Fiscal Requirements Manual; 5 U.S.C. 301; FPM Letter 298-10, Office of Personnel Management; Federal Personnel Manual (Chapter 713 Subchapter 3A). Purpose(s): The purposes of the system include, but are not limited to: (1) Maintaining current and historical payroll records which are used to compute and audit pay entitlement; to record history of pay transactions; to record deductions, leave accrued and taken, bonds due and issued, taxes paid; maintaining and distributing Leave and Earnings statements; commence and terminate allotments; answer inquiries and process claims, and (2) maintaining current and historical personnel records and preparing individual administrative transactions relating to education and training, classification; assignment; career development; evaluation; promotion, compensation, separation and retirement; making decisions on the rights, benefits, entitlements and the utilization of individuals; providing a data source for the production of reports, statistical surveys, rosters, documentation, and studies required for the orderly personnel administration within Treasury. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records may be used to: (1) Furnish data to the Department of Agriculture, National Finance Center (which provides payroll/personnel processing services for TIMIS under a cross-servicing agreement) affecting the conversion of Treasury employee payroll and personnel processing services to TIMIS; the issuance of paychecks to employees and distribution of wages; and the distribution of allotments and deductions to financial and other institutions, some through electronic funds transfer; (2) furnish the Internal Revenue Service and other jurisdictions which are authorized to tax the employee's compensation with wage and tax information in accordance with a withholding agreement with the Department of the Treasury pursuant to 5 U.S.C. 5516, 5217, and 5520, for the purpose of furnishing employees with Forms W-2 which report such tax distributions; (3) provide records to the Office of Personnel Management, Merit Systems Protection Board, Equal Employment Opportunity Commission, and General Accounting Office for the purpose of properly administering Federal personnel systems or other agencies' systems in accordance with [[Page 69720]] applicable laws, Executive Orders, and regulations; (4) furnish another Federal agency information to effect interagency salary or administrative offset, except that addresses obtained from the Internal Revenue Service shall not be disclosed to other agencies; to furnish a consumer reporting agency information to obtain commercial credit reports; and to furnish a debt collection agency information for debt collection services. Current mailing addresses acquired from the Internal Revenue Service are routinely released to consumer reporting agencies to obtain credit reports and to debt collection agencies for collection services; (5) disclose information to a Federal, state, local or foreign agency maintaining civil, criminal or other relevant enforcement information or other pertinent information which has requested information relevant to or necessary to the requesting agency's hiring or retention of an individual, or issuance of a security clearance, license, contract, grant, or other benefit; (6) disclose information to a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosures to opposing counsel or witnesses in the course of civil discovery, litigation or settlement negotiations in response to a subpoena where relevant or potentially relevant to a proceeding, or in connection with criminal law proceedings; (7) disclose information to foreign governments in accordance with formal or informal international agreements; (8) provide information to a congressional office in response to an inquiry made at the request of the individual to whom the record pertains; (9) provide information to the news media in accordance with guidelines contained in 28 CFR 50.2 which relates to civil and criminal proceedings; (10) provide information to third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation; (11) provide information to unions recognized as exclusive bargaining representatives under the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114; (12) provide wage and separation information to another agency, such as the Department of Labor or Social Security Administration, as required by law for payroll purposes; (13) provide information to a Federal, state, or local agency so that the agency may adjudicate an individual's eligibility for a benefit, such as a state employment compensation board, housing administration agency and Social Security Administration; (14) disclose pertinent information to appropriate Federal, state, local or foreign agencies responsible for investigating or prosecuting the violation of, or for implementing a statute, 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) disclose information about particular Treasury employees to requesting agencies or non-Federal entities under approved computer matching efforts, limited to only those data elements considered relevant to making a determination of eligibility under particular benefit programs administered by those agencies or entities or by the Department of the Treasury or any constituent unit of the Department, to improve program integrity, and to collect debts and other monies owed under those programs (i.e., matching for delinquent loans or other indebtedness to the government);( 16) disclose to the Office of Child Support Enforcement, Administration for Children and Families, Department of Health and Human Services, the names, social security numbers, home addresses, dates of birth, dates of hire, quarterly earnings, employer identifying information, and State of hire of employees, for the purposes of locating individuals to establish paternity, establishing and modifying orders of child support, identifying sources of income, and for other child support enforcement activities as required by the Personal Responsibility and Work Opportunity Reconciliation Act (Welfare Reform Law, Pub. L. 104-193). DISCLOSURE TO CONSUMER REPORTING AGENCIES: Disclosures may be made pursuant to 5 U.S.C. 552a(b)(12) and section 3 of the Debt Collection Act of 1982; debt information concerning a government claim against an individual is also furnished, in accordance with 5 U.S.C. 552a(b)(12) and section 3 of the Debt Collection Act of 1982 (Pub. L. 97-365), to consumer reporting agencies to encourage repayment of an overdue debt. Disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act, 15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966, 31 U.S.C. 701(a)(3). POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: Magnetic media, microfiche, and hard copy. Disbursement records are stored at the Federal Records Center. RETRIEVABILITY: Records are retrieved generally by social security number, position identification number within a bureau and region, or employee name. Secondary identifiers are used to assure accuracy of data accessed, such as master record number or date of birth. SAFEGUARDS: Entrance to data centers and support organization offices are restricted to those employees whose work requires them to be there for the system to operate. Identification (ID) cards are verified to ensure that only authorized personnel are present. Disclosure of information through remote terminals is restricted through the use of passwords and sign-on protocols which are periodically changed. Reports produced from the remote printers are in the custody of personnel and financial management officers and are subject to the same privacy controls as other documents of like sensitivity. RETENTION AND DISPOSAL: The current payroll and personnel system and the Treasury Integrated Management Information Systems (TIMIS) master files are kept on magnetic media. Information rendered to hard copy in the form of reports and payroll information documentation is also retained in automated magnetic format. Employee records are retained in automated form for as long as the employee is active on the system (separated employee records are maintained in an ``inactive'' status). Files are purged in accordance with Treasury Directives Manual TD 25-02, ``Records Disposition Management Program.'' SYSTEM MANAGER(S) AND ADDRESS: Director, Treasury Integrated Management Information Systems (System Manager for TIMIS), 740 15th Street NW, Suite 400, Washington, DC 20005. NOTIFICATION PROCEDURE: Individuals wishing to be notified if they are identified in this system, or to gain access to records maintained in the system, must submit a written request containing the following elements: (1) Identification of the record system; (2) identification of the category and types of records sought; and (3) at least two items of secondary identification (e.g. employee name and date of birth, employee identification number, date of employment or similar information). The individual's identity must be verified by one other identifier, such as a photocopy of a driver's license or [[Page 69721]] other official document bearing the individual's signature. Alternatively, a notarized statement may be provided. Address inquiries to Assistant Director, Disclosure Services, Department of the Treasury, 1500 Pennsylvania Avenue, NW, Room 1054-MT, Washington, DC 20220. RECORD ACCESS PROCEDURES: See ``Notification procedure'' above. CONTESTING RECORD PROCEDURES: See ``Notification procedure'' above. RECORD SOURCE CATEGORIES: The information contained in these records is provided by or verified by the subject of the record, supervisors, and non-Federal sources such as private employers. EXEMPTIONS CLAIMED FOR THE SYSTEM: None. TREASURY/DO .004 SYSTEM NAME: Personnel Security System--Treasury/DO. SYSTEM LOCATION: For individuals in category (a), Room 3210 Treasury Annex, 1500 Pennsylvania Avenue, NW., Washington, DC 20220. For individuals in category (b), Room 3020 Treasury Annex, 1500 Pennsylvania Avenue, NW, Washington, DC 20220. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: (a) Current and former senior officials of the Department and Treasury bureaus, and those within the Department who are involved in Personnel Security matters. (b) Current and former government employees or applicants occupying or applying for sensitive positions in the Department. CATEGORIES OF RECORDS IN THE SYSTEM: (1) Background investigations, (2) FBI and other agency name checks, and (3) investigative information relating to personnel investigations conducted by the Department of the Treasury and other Federal agencies and departments on preplacement and postplacement basis to make suitability and employability determinations and for granting security clearances. Card records comprised of Notice of Personnel Security Investigation (TD F 67-32.2) or similar, previously used card indexes, and an automated data system reflecting identification data on applicants, incumbents and former employees, and record type of E.O. 10450 investigations and degree and date of security clearance, if any, as well as status of investigations. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: E.O. 10450, Sections 2 and 3, E.O. 12958, and E.O. 12968. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: These records and information in these records may be used to disclose information to departmental officials or other Federal agencies relevant to, or necessary for, making suitability or employability retention or security clearance determinations. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: STORAGE: File folders, index cards, and magnetic media. Retrievability: Records are retrieved by name. Safeguards: Records are stored in locked metal containers and in locked rooms. They are limited to officials who have a need to know in the performance of their official duties. Retention and Disposal: Active files are retained during incumbent tenure and are subject to update personnel investigation. Files of employees who effect intra- agency transfers (between Treasury bureaus) are automatically transferred to the gaining bureaus. When an employee transfers to another government agency or leaves the Federal government, files are retained, separate from the active files, for no more than five years. Background investigations completed by OPM may be returned to that agency or destroyed. Card indexes are periodically updated to reflect changes and maintained as long as needed. System Manager(s) and Address: Director of Security, Room 3210 Treasury Annex, 1500 Pennsylvania Avenue, NW., Washington, DC 20220. Notification Procedure: Individuals wishing to be informed if they are named in this system or gain access to records maintained in the system must submit a written, signed request containing the following elements: (1) Identify the record system; (2) identify the category and type of records sought; and (3) provide at least two items of secondary identification (date of birth, employee identification number, dates of employment, or similar information). Address inquiries to Assistant Director, Disclosure Services (see ``Record access procedures'' below). Record Access Procedures: Assistant Director, Disclosure Services, Department of the Treasury, Room 1054 MT, 1500 Pennsylvania Avenue, NW, Washington, DC 20220. Contesting Record Procedures: See ``Record access procedures'' above. RECORD SOURCE CATEGORIES: The information provided or verified by applicants or employees whose files are on record as authorized by those concerned, information obtained from current and former employers, co-workers, neighbors, acquaintances, educational records and instructors, and police and credit record checks. EXEMPTIONS CLAIMED FOR THE SYSTEM: This system is exempt from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), through (e)(4)(I), and (f) of the Privacy Act pursuant to 5 U.S.C. 552a(k)(5). TREASURY/DO .005 SYSTEM NAME: Grievance Records--Treasury/DO. SYSTEM LOCATION: These records are located in personnel or designated offices in the bureaus in which the grievances were filed. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Current or former Federal employees who have submitted grievances with their bureaus in accordance with part 771 of the Office of Personnel Management's (OPM) regulations (5 CFR part 771), the Treasury Employee Grievance System (TPM Chapter 771), or a negotiated procedure. CATEGORIES OF RECORDS IN THE SYSTEM: The system contains records relating to grievances filed by Treasury employees under part 771 of the OPM's regulations. These case files contain all documents related to the grievance including statements of witnesses, reports of interviews and hearings, examiner's findings and recommendations, a copy of the original and final decision, and related correspondence and exhibits. This system includes files and records of internal grievance and arbitration systems that bureaus and/or the Department may establish through negotiations with recognized labor organizations. AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 5 U.S.C. 1302, 3301, 3302; E.O. 10577; 3 CFR 1954-1958 Comp., p. 218; E.O. 10987; 3 CFR 1959-1963 Comp., p. 519; [[Page 69722]] agency employees, for personal relief in a matter of concern or dissatisfaction which is subject to the control of agency management. ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: These records and information in these records may be used: (1) To disclose pertinent information to the appropriate Federal, state, or local agency responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, or order, where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation; (2) to disclose information to any source from which additional information is requested in the course of processing in a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested; (3) to disclose information to a Federal agency, in response to its request, 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 classifying of jobs, 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 requesting the agency's decision on the matter; (4) to provide information to a congressional office in response to an inquiry made at the request of the individual to whom the record pertains; (5) to disclose information to another Federal agency or to a court when the Government is party to a judicial proceeding before the court; (6) by the National Archives and Records Administration in records management inspections conducted under authority of 44 U.S.C. 2904 and 2908; (7) by the bureau maintaining the records of the Department in the production of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained, or for related work force studies. While published statistics and studies do not contain individual identifiers, in some instances the selection of elements of data included in the study may be structured in such a way as to make the data individually identifiable by inference; (8) to disclose information to officials of the Merit Systems Protection Board, including the Office of the Special Counsel, the Federal Labor Relations Authority and its General Counsel, the Equal Employment Opportunity Commission, or the Office of Personnel Management when requested in performance of their authorized duties; (9) to disclose information to a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosures to opposing Counsel or witnesses in the course of civil discovery, litigation or settlement negotiations in response to a subpoena, or in connection with criminal law proceedings; (10) to provide information to officials of labor organizations reorganized under the Civil Service Reform Act when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting work conditions. POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM: Storage: File folders. RETRIEVABILITY: By the names of the individuals on whom they are maintained. SAFEGUARDS: Lockable metal filing cabinets to which only authorized personnel have access. RETENTION AND DISPOSAL: Disposed of 3 years after closing of the case. Grievances filed against disciplinary adverse actions are retained by the United States Secret Service for 4 years. Disposal is by shredding or burning. SYSTEM MANAGER(S) AND ADDRESSES: ATF (Alcohol, Tobacco and Firearms), Chief, Personnel Division, 650 Massachusetts Ave., NW., Washington, DC 20226. Customs Director, Office of Human Resources, Ronald Reagan Building, Room 2.4A, 1300 Pennsylvania Avenue, NW, Washington, DC 20229 E&P (Engraving and Printing), Chief, Office of Industrial Relations, 14th & C Streets, SW., Room 202-13A, E&P Annex, Washington, DC 20228 FLETC (Federal Law Enforcement Training Center), Personnel Officer, Building 94, Room 1F-14, Glynco, GA 31524. FMS (Financial Management Service), Director, Personnel Management Division, Prince George Metro Center II, 3700 East West Hwy, Room 115- F, Hyattesville, MD 20782 IRS (Internal Revenue Service), Director, Human Resources Division, 1111 Constitution Avenue, NW, Room 1408 IR, Washington, DC 20224 DO (Departmental Offices), Chief, Personnel Resources, Room 1316 MT, 1500 Pennsylvania Ave., NW., Washington, DC 20220 PD (Public Debt), Director, Personnel Management Division, 300 13th Street, SW., Room 446-4, E&P Annex, Washington, DC 20239. SS (Secret Service), Chief, Personnel Division, 1800 G Street, NW, Room 901, Washington DC 20223 Mint Assistant Director for Human Resources, 633 3rd Street, NW, Room 147, Washington, DC 20004 OCC (Office of Comptroller of the Currency), Director, Human Resources, 250 E Street, SW, Washington, DC 20219 OTS (Office of Thrift Supervision), Manager, Human Resources Branch, 2nd Floor, 1700 G Street, NW, Washington, DC 20552 Records pertaining to administrative grievances filed at the Departmental level: Director, Office of Personnel Policy, Room 4150- Annex, Pennsylvania Ave. at Madison Place, NW, Washington, DC 20220. NOTIFICATION PROCEDURE: It is required that individuals submitting grievances be provided a copy of the record under the grievance process. They may, however, contact the agency personnel or designated office where the action was processed, regarding the existence of such records on them. They must furnish the following information for their records to be located and identified: (1) Name, (2) date of birth, (3) approximate date of closing of the case and kind of action taken, (4) organizational component involved. RECORD ACCESS PROCEDURES: It is required that individuals submitting grievances be provided a copy of the record under the grievance process. However, after the action has been closed, an individual may request access to the official copy of the grievance file by contacting the bureau personnel or designated office where the action was processed. Individuals must provide the following information for their records to be located and identified: (1) Name, (2) date of birth, (3) approximate date of closing of the case and kind of action taken, (4) organizational component involved. CONTESTING RECORD PROCEDURES: Review of requests from individuals seeking amendment of their records [[Page 69723]] which have been the subject of a judicial or quasi-judicial action will be limited in scope. Review of amendment requests of these records will be restricted to determining if the record accurately documents the action of the agency ruling on the case, and will not include a review of the merits of the action, determination, or finding. Individuals wishing to request amendment to their records to correct factual errors should contact the bureau personnel or designated office where the grievance was processed. Individuals must furnish the following information for their records to be located and identified: (1) name, (2) date of birth, (3) approximate date of closing of the case and kind of action taken, (4) organizational component involved. RECORD SOURCE CATEGORIES: Information in this system of records is provided: (1) By the individual on whom the record is maintained, (2) by testimony of witnesses, (3) by agency officials, (4) from related correspondence from organizations or persons. EXEMPTIONS CLAIMED FOR THE SYSTEM: None. TREASURY/DO .007 SYSTEM NAME: General Correspondence Files--Treasury/DO. SYSTEM LOCATION: Departmental Offices, Department of the Treasury, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Components of this record system are in the following offices within the Departmental Offices: Office of Foreign Assets Control Office of Tax Policy Office of the Assistant Secretary for International Affairs Office of the Executive Secretariat Office of Public Correspondence Office of Legislative Affairs Categories of individuals covered by the system: Members of Congress, U.S. Foreign Service officials, officials and employees of the Treasury Department, officials of municipalities and state governments, and the general public, foreign nationals, members of the news media, businesses, officials and employees of other Federal Departments and agencies. Categories of records in the system: Incoming correspondence and replies pertaining to the mission, function, and operation of the Department, tasking sheets, and internal Treasury memorandum. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): The manual systems and/or electronic databases (e.g., Treasury Automated Document System (TADS)) used by the system managers are to manage the high volume of correspondence received by the Departmental Offices and to accurately respond to inquiries, suggestions, views and concerns expressed by the writers of the correspondence. It also provides the Secretary of the Treasury with sentiments and statistics on various topics and issues of interest to the Department. Routine uses of records maintained in the system including categories of users and the purposes of such uses: These records and information in these records may be used to: (1) Provide information to a congressional office in response to an inquiry made at the request of the individual to whom the record pertains; (2) provide information to the news media in accordance with guidelines contained in 28 CFR 50.2 which relate to an agency's functions relating to civil and criminal proceedings; (3) provide information to unions recognized as exclusive bargaining representatives under the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114; (4) provide information to third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation; (5) provide information to appropriate Federal, State, local, or foreign agencies responsible for investigating or prosecuting the violations of, or for enforcing or implementing, a statute, rule, regulation, order, or license; (6) provide information to a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosures to opposing counsel or witnesses in the course of civil discovery, litigation, or settlement negotiations or in connection with criminal law proceedings. Policies and practices for storing, retrieving, accessing, retaining and disposing of records in the system: Storage: Paper records, file folders and magnetic media. Retrievability: By name of individual or letter number, address, assignment control number, or organizational relationship. Safeguards: Access is limited to authorized personnel with a direct need to know. Rooms containing the records are locked after business hours. Some folders are stored in locked file cabinets in areas of limited accessibility except to employees. Others are stored in electronically secured areas and vaults. Access to electronic records is by password. Retention and Disposal: Some records are maintained for three years, then destroyed by burning. Other records are updated periodically and maintained as long as needed. Some electronic records are periodically updated and maintained for two years after date of response; hard copies of those records are disposed of after three months in accordance with the NARA schedule. Paper records of the Office of the Executive Secretary are stored indefinitely at the Federal Records Center. System Manager(s) and address: Director, Office of Foreign Assets Control, U.S. Treasury Department, Room 2233, Treasury Annex, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Freedom of Information Act Officer, Office of Tax Policy, U.S. Treasury Department, Room 1041-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220 Director, OASIA Secretariat, U.S. Treasury Department, Room 5422- MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220 Office of the Executive Secretariat, U.S. Treasury Department, Room 3419-MT, Washington, DC 20220 Director, Office of Public Correspondence, U.S. Treasury Department, Room 2124-MT, Washington, DC 20220 Director, Office of Legislative Affairs, U.S. Treasury Department, Room 3132-MT, Washington, DC 20220 Notification Procedure: Individuals wishing to be notified if they are named in this system of records, or to gain access to records maintained in this system may inquire in accordance with instructions appearing at 31 CFR part 1, subpart C, appendix A. Individuals must submit a written request containing the following elements: (1) Identify the record system; (2) identify the category and type of records sought; and (3) provide at least two items of secondary identification (date of birth, employee identification number, dates of employment or similar information). Address inquiries to [[Page 69724]] Assistant Director, Disclosure Services (see ``Record access procedures'' below). Record Access Procedures: Assistant Director, Disclosure Services, Department of the Treasury, Room 1054-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Contesting Record Procedures: See ``Record access procedures'' above. Record Source Categories: Members of Congress or other individuals who have corresponded with the Departmental Offices, other governmental agencies (Federal, state and local), foreign individuals and official sources. Exemptions Claimed for the System: None. TREASURY/DO .010 System name: Office of Domestic Finance, Actuarial Valuation System--Treasury/ DO. System location: Departmental Offices, Office of Government Financing, Office of the Government Actuary, 1500 Pennsylvania Avenue, NW, Washington, DC 20220. Categories of individuals covered by the system: Participants and beneficiaries of the Foreign Service Retirement and Disability System and the Foreign Service Pension System. Covered employees are located in the following agencies: Department of State, Department of Agriculture, United States Information Agency, Agency for International Development, Peace Corps, and the Department of Commerce. Categories of records in the system: Information in the system is as follows: Active Records: Name; social security number; salary; category-grade; year of entry into system; service computation date; year of birth; year of resignation or year of death, and refund if any; indication of LWOP status (if any); Retired Records: Same as actives; annuity; year of separation; cause of separation (optional, disability, deferred, etc.); years and months of service by type of service; single or married; spouse's year of birth; principal's year of death; number of children on annuity roll; children's years of birth and annuities. Authority for maintenance of the system: 22 U.S.C. 1101. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Data regarding specific individuals is released only to the contributing agency for purposes of verification. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Data are on computer tapes and computer printouts. Retrievability: Alphabetically. Safeguards: Records are stored in the Actuary's office. Access is restricted to employees of the Office of the Government Actuary. Retention and Disposal: Records are retained on a year-to-year basis. When agencies whose pension funds are valued forward new records for valuation, older records are discarded. System Manager(s) and Address: The Government Actuary, Departmental Offices, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Notification Procedure: Individuals wishing to be notified if they are named in this system of records, or gain access to records maintained in this system must submit a written request containing the following elements: (1) Identify the record system; (2) identify the category and type of records sought; and (3) provide at least two items of secondary identification (date of birth, employee identification number, dates of employment or similar information). Address inquiries to Assistant Director, Disclosure Services (see ``Record access procedures'' below). Record Access Procedures: Assistant Director, Disclosure Services, Department of the Treasury, Room 1054-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Contesting Record Procedures: See ``Record access procedures'' above. Record Source Categories: Data for actuarial valuation are provided by organizations responsible for pension funds listed under ``category of individual,'' namely the Department of State, Department of Agriculture, United States Information Agency, Agency for International Development, Peace Corps, and the Department of Commerce. Exemptions Claimed for the System: None. TREASURY/DO .060 System name: Correspondence Files and Records on Employee Complaints and/or Dissatisfaction--Treasury/DO. System location: Office of Personnel Policy, Room 4150-Annex, Pennsylvania Avenue at Madison Place, NW, Washington, DC 20220. Categories of individuals covered by the system: Former and current Department employees who have submitted complaints to the Office of Personnel or whose correspondence concerning a matter of dissatisfaction has been referred to the Office of Personnel. Categories of records in the system: Correspondence dealing with former and current employee complaints. Authority for maintenance of the system: 5 U.S.C. 301. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records may be used to: (1) Disclose pertinent information to appropriate Federal, state, and 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 civil or criminal law or regulation; (2) provide information to a congressional office in response to an inquiry made at the request of the individual to whom the record pertains; (3) provide information to unions recognized as exclusive bargaining representatives under the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114; (4) provide information to third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders, file cabinets. [[Page 69725]] Retrievability: By bureau and employee name. Safeguards: Maintained in filing cabinet and released only to Office of Personnel staff or other Treasury officials on a need-to-know basis. Retention and Disposal: Records are maintained and disposed of in accordance with Department of the Treasury Directive 25-02, ``Records Disposition Management Program'' and the General Records Schedule. System manager(s) and address: The Government Actuary, Departmental Offices, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Avenue at Madison Place NW, Washington, DC 20220. Notification Procedure: Persons inquiring as to the existence of a record on themselves may contact: Assistant Director, (Human Relations) Department of the Treasury, Room 4150-Annex, Pennsylvania Avenue at Madison Place, NW, Washington, DC 20220. The inquiry must include the individual's name and employing bureau. Record Access Procedures: Persons seeking access to records concerning themselves may contact: The Director, Office of Personnel Policy, Department of the Treasury, Room 4150-Annex, Pennsylvania Avenue at Madison Place, NW, Washington, DC 20220. The inquiry must include the individual's name and employing bureau. Contesting Record Procedures: Individuals wishing to request amendment to their records to correct factual error should contact the Director of Personnel at the address shown in Access, above. They must furnish the following information: (a) Name; (b) employing bureau; (c) the information being contested; (d) the reason why they believe information is untimely, inaccurate, incomplete, irrelevant, or unnecessary. Record Source Categories: Current and former employees, and/or representatives, employees' relatives, Congressmen, the White House, management officials. Exemptions Claimed for the System: None. TREASURY/DO .068 System name: Time-In-Grade Exception Files--Treasury/DO. System location: Room 1462-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Categories of individuals covered by the system: Persons employed by, or proposed for employment by, the Department of the Treasury and for whom an exception to Time-In-Grade Restrictions is sought. Categories of records in the system: A collection of documents required for approval of exceptions to Time-In-Grade Requirements including: Request for Approval of Non- Competitive Action (SF-59); Personal Qualifications Statement (SF-171); Position Description (OF-8); and, in some instances, Request for Personnel Action (SF-52); and memoranda of justification. Authority for maintenance of the system: 5 U.S.C. 301, and 5 U.S.C. 1104. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information from these records may be disclosed to (1) the Office of Personnel Management for audit of exceptions granted, and (2) a Congressional office in response to an inquiry made at the request of the individual to whom the record pertains. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File cabinet. Retrievability: Indexed by name in log and filed chronologically. Safeguards: Access is limited to authorized Treasury personnel and management officials on a need-to-know basis. Retention and Disposal: Records are retained for 2 years and are destroyed by standard destruction methods including burning. System Manager(s) and Address: Director, Personnel Resources, Room 1462-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Notification Procedure: Director, Personnel Resources, Room 1316-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. The individual is required to provide his/her name and the Treasury organizational assignment, position title, grade/salary, and approximate date of the Time-In-Grade exception requested. Record Access Procedures: Director, Personnel Resources Directorate, Room 1316-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Contesting Record Procedures: See ``Record access procedures'' above. Record Source Categories: The documents which constitute this system, and which are listed under Categories of Records, came from the individual employee or applicant, his servicing personnel office, and other concerned management officials within the Department of the Treasury. Exemptions Claimed for the System: None. TREASURY/DO .111 System name: Office of Foreign Assets Control Census Records--Treasury/DO. System location: Office of Foreign Assets Control Treasury Annex, Washington, DC 20220. Categories of individuals covered by the system: Although most reporters in the Census in this system of records are not individuals, such censuses reflect some small number of U.S. individuals as holders of assets subject to U.S. jurisdiction which are blocked under the various sets of Treasury Department regulations involved. Categories of records in the system: Reports of several censuses of U.S.-based, foreign-owned assets which have been blocked at any time since 1940 under Treasury Department regulations found under 31 CFR subpart B, chapter V. Authority for maintenance of the system: 50 U.S.C., App. 5(b); 22 U.S.C. 2370(a); 50 U.S.C. 1701 et seq.; and 31 CFR chapter V. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records may be used to: (1) Disclose information to appropriate state agencies which are concerned with or responsible for abandoned property; (2) disclose information to foreign governments in accordance with formal or informal international agreements; (3) provide information to a Congressional office in response to an inquiry made at the request of the individual to whom [[Page 69726]] the record pertains; (4) provide information to third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation; (5) provide certain information to appropriate senior foreign-policy-making officials in the Department of State. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records stored on magnetic media and/or as hard copy documents. Retrievability: By name of holder or custodian or owner of blocked property. Safeguards: Locked room, or in locked file cabinets located in areas in which access is limited to Foreign Assets Control employees. Computerized records are password-protected. Retention and Disposal: Records are periodically updated and maintained as long as needed. When no longer needed, records are retired to Federal Records Center or destroyed in accordance with established procedures. System Manager(s) and address: Director, Office of Foreign Assets Control, Room 2233-Annex, Department of the Treasury, NW, Washington, DC 20220. Notification Procedure: Individuals wishing to be notified if they are named in this system of records, or to gain access to records maintained in the system, must submit a written request containing the following elements: (1) Identify the record system; (2) identify the category and type of record sought; and (3) provide at least two items of secondary identification (date of birth, employee identification number, dates of employment or similar information). Address inquiries to Assistant Director, Disclosure Services (See ``Record access Procedures'' below.) Record Access Procedures: Assistant Director, Disclosure Services, Department of the Treasury, Room 1054, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Contesting Record Procedures: See ``Record access procedures'' above. Record Source Categories: Custodians or other holders of blocked assets. Exemptions Claimed for the System: None. TREASURY/DO .114 System name: Foreign Assets Control Enforcement Records--Treasury/DO. System location: Office of Foreign Assets Control, Treasury Annex, Washington, DC 20220. Categories of individuals covered by the system: Individuals who have engaged in or who are suspected of having engaged in transactions and activities prohibited by Treasury Department regulations found at 31 CFR subpart B, chapter V. Categories of records in the system: Documents related to suspected or actual violations of relevant statutes and regulations administered by the Office of Foreign Assets Control. Authority for maintenance of the system: 50 U.S.C., App. 5(b); 50 U.S.C. 1701 et seq.; 22 U.S.C. 287(c); 22 U.S.C. 2370(a); and 31, CFR, Chapter V; 100 Stat. 1086, as amended by H.J. Res. 756, Pub. L. 99-631. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records may be used to: (1) Disclose information to appropriate Federal agencies responsible for investigating or prosecuting the violations of, or for enforcing or implementing, a statute, rule, regulation, order or license; (2) disclose information to a Federal, state, or local agency, maintaining civil, criminal or other relevant enforcement or other pertinent information, which has requested information relevant to or necessary to the requesting agency's official functions; (3) disclose information to a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosure to opposing counsel or witnesses in the course of civil discovery, litigation, or settlement negotiations or in response to a subpoena or in connection with criminal law proceedings; (4) disclose information to foreign governments in accordance with formal or informal international agreements; (5) provide information to a Congressional office in response to an inquiry made at the request of the individual to whom the record pertains; (6) provide information to third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders and magnetic media. Retrievability: By name of individual. Safeguards: Folders in locked file cabinets are located in areas of limited accessibility. Computerized records are password-protected. Retention and Disposal: Records are periodically updated and are maintained as long as necessary. When no longer needed, records are retired to Federal Records Center or destroyed in accordance with established procedures. System Manager(s) and Address: Director, Office of Foreign Assets Control, Room 2233-Annex, U.S. Treasury Department, Washington, DC 20220. Notification Procedure: This system of records may not be accessed for purposes of determining if the system contains a record pertaining to a particular individual. Record Access Procedures: This system of records may not be accessed for purposes of inspection or for contest of content of records. Contesting Record Procedures: See ``Record access procedures'' above. Record Source Categories: From the individual, from the Office of Foreign Assets Control investigations, and from other federal, state or local agencies. Exemptions Claimed for the System: This system is exempt from 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4), (G), (H), (I), and (f) of the Privacy Act pursuant to 5 U.S.C. 552a(k)(2). TREASURY/DO .118 System name: Foreign Assets Control Licensing Records--Treasury/DO. System location: Office of Foreign Assets Control, Treasury Annex, Washington, DC 20220. [[Page 69727]] Categories of individuals covered by the system: Applicants for permissive and authorizing licenses under Treasury Department regulations found at 31 CFR subpart B, chapter V. Categories of records in the System: Applications for Treasury licenses--together with related and supporting documentary material and copies of licenses issued. Authority for maintenance of the system: 50 U.S.C., App. 5(b); 22 U.S.C. 2370(a); 22 U.S.C. 287(c); 50 U.S.C. 1701 et seq.; 31 CFR, chapter V; 100 Stat. 1086, as amended by H.J. Res. 756, Pub. L. 99-631. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records may be used to: (1) Disclose information to appropriate Federal, state, local, or foreign agencies responsible for investigating or prosecuting the violation of, or for enforcing or implementing, a statute, rule, regulation, order, or license; (2) disclose information to the Department of State, Commerce, Defense or other federal agencies, in connection with Treasury licensing policy or other matters of mutual interest or concern; (3) disclose information to a Federal, State, or local agency, maintaining civil, criminal or other relevant enforcement or other pertinent information, which has requested information relevant to or necessary to the requesting agency's official functions; (4) disclose information to a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosure to opposing counsel or witnesses, in the course of civil discovery, litigation, or settlement negotiations in response to a subpoena or in connection with criminal law proceedings; (5) disclose information to foreign governments in accordance with formal or informal international agreements; (6) provide information to a Congressional office in response to an inquiry made at the request of the individual to whom the record pertains. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders and magnetic media. Retrievability: The records are retrieved by license or letter number. Safeguards: Folders in locked filed cabinets are located in areas of limited accessibility. Computerized records are password-protected. Retention and Disposal: Records are periodically updated to reflect changes and maintained as long as needed. When no longer needed, records are retired to Federal Records Center or destroyed in accordance with established procedures. System manager(s) and address: Director, Office of Foreign Assets Control, Room 2233-Annex, Department of the Treasury, Washington, DC 20220. Notification Procedure: Individuals wishing to be notified if they are named in this system of records, or to gain access to records maintained in the system of records, must submit a written request containing the following elements: (1) Indentify the record system; (2) identify the category and type of records sought; and (3) provide at least two items of secondary identification (date of birth, employee identification number, dates of employment or similar information). Address inquiries to Assistant Director, Disclosure Services (See ``Record access procedures'' below). Record Access Procedures: Assistant Director, Disclosure Services, Department of the Treasury, Room 1054, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Contesting Record Procedures: See ``Record access procedures'' above. Record Source Categories: Applicants for Treasury Department licenses under regulations administered by the Office of Foreign Assets Control. Exemptions Claimed for the system: None. TREASURY/DO .144 System name: General Counsel Litigation Referral and Reporting System--Treasury/ DO. System location: U.S. Department of the Treasury, Office of the General Counsel, 1500 Pennsylvania Avenue NW, Washington, DC 20220. Categories of individuals covered by the system: Persons who are parties, plaintiff or defendant, in civil litigation or administrative proceedings involving or concerning the Department of the Treasury or its officers or employees. The system does not include information on every civil litigation or administrative proceeding involving the Department of the Treasury or its officers and employees. Categories of records in the system: This system of records consists of a computer data base containing information related to litigation or administrative proceedings involving or concerning the Department of the Treasury or its officers or employees. Authority for maintenance of the system: 5 U.S.C. 301; 31 U.S.C. 301. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records may be used to: (1) Disclose pertinent information to appropriate Federal, State, or foreign agencies responsible for investigating or prosecuting the violations of, or for implementing, a statute, rule, regulation, order, or license, where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation; (2) disclose information to a Federal, State, or local agency, maintaining civil, criminal or other relevant enforcement information or other pertinent information, which has requested information relevant to or necessary to the requesting agency's or the bureau's hiring or retention of an individual, or issuance of a security clearance, license, contract, grant, or other benefit; (3) disclose information to a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosures to opposing counsel or witnesses in the course of civil discovery, litigation, or settlement negotiations in response to a subpoena or in connection with criminal law proceedings; (4) disclose information to foreign governments in accordance with formal or informal international agreements; (5) provide information to a congressional office in response to an inquiry made at the request of the individual to whom the record pertains; (6) provide information to the news media in accordance with guidelines contained in 28 CFR 50.2 which relate to an agency's functions relating to civil and criminal proceedings; (7) provide information to third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation. [[Page 69728]] Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: The computerized records are maintained in computer data banks and printouts. Retrievability: The computer information is accessible by the name of the non- government party involved in the case, and case number and docket number (when available). Safeguards: Access is limited to employees who have a need for such records in the course of their work. Background checks are made on employees. All facilities where records are stored have access limited to authorized personnel. Retention and Disposal: The computer information is maintained for up to ten years after a record is created. System Manager(s) and Address: Associate General Counsel (Legislation, Litigation, and Regulation), Office of the General Counsel, Department of the Treasury, 1500 Pennsylvania Ave., NW., Washington, DC 20220. Notification Procedure: Individuals wishing to be notified if they are named in this system of records, or gain access to records maintained in this system must submit a written request containing the following elements: (1) An identification of the record system; and (2) an identification of the category and type of records sought. This system contains records that are exempt under 31 CFR 1.36; 5 U.S.C. 552a(j)(2); and (k)(2). Address inquiries to Assistant Director, Disclosure Services, Department of the Treasury, Room 1054 MT, 1500 Pennsylvania Ave., NW., Washington, DC 20220. Record Access Procedures: Assistant Director, Disclosure Services, Department of the Treasury, Room 1054, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Contesting Record Procedures: See ``Record access procedures'' above. Record Source Categories: Treasury Department Legal Division, Department of Justice Legal Division. Exemptions Claimed for the System: This system is exempt from 5 U.S.C. 552a(d), (e)(1), (e)(3), (e)(4)(G), (H), (I), and (f) of the Privacy Act pursuant to 5 U.S.C. 552a(k)(2). TREASURY/DO .149 System name: Foreign Assets Control Legal Files--Treasury/DO. System location: U.S. Department of the Treasury, Room 3133-Annex, Washington, DC 20220. Categories of individuals covered by the system: Persons who are or who have been parties in litigation involving the Office of Foreign Assets Control or statutes and regulations administered by the agency found at 31 CFR subpart B, chapter V. Categories of records in the System: Information and documents relating to litigation involving the Office of Foreign Assets Control or statutes and regulations administered by the agency. Authority for maintenance of the system: 31 U.S.C. 301; 50 U.S.C. App. 5(b); 50 U.S.C. 1701 et seq; 22 U.S.C. 278(c); and other statutes relied upon by the President to impose economic sanctions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records may be used to: (1) Prosecute, defend, or intervene in litigation related to the Office of Foreign Assets Control and statutes and regulations administered by the agency; (2) disclose pertinent information to appropriate Federal, State, local, or foreign agencies responsible for investigating or prosecuting the violations of, or for enforcing or implementing, a statute, rule, regulation, order or license; (3) disclose information to a Federal, State, or local agency, maintaining civil, criminal, or other relevant enforcement information or other pertinent information, which has requested information relevant to or necessary to the requesting agency's official functions; (4) disclose information to a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosures to opposing counsel or witnesses in the course of civil discovery, litigation, or settlement negotiations or in connection with criminal law proceedings; (5) provide information to a congressional office in response to an inquiry made at the request of the individual to whom the record pertains. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Folders in file cabinets and magnetic media. Retrievability: By name of private plaintiff or defendant. Safeguards: Folders are in lockable file cabinets located in areas of limited public accessibility. Where records are maintained on computer hard drives, access to the files is password-protected. Retention and Disposal: Records are periodically updated and maintained as long as needed. System Manager(s) and Address: Administrative Officer, Room 3006-MT, U.S. Treasury Department, Washington, DC 20220. Notification Procedure: Individuals wishing to be notified if they are named in this system of records, or gain access to records maintained in this system must submit a written request containing the following elements: (1) Identify the record system; (2) identify the category and type of records sought; and (3) provide at least two items of secondary identification (date of birth, employee identification number, dates of employment or similar information). Record Access Procedures: Address inquiries to Assistant Director, Disclosure Services, Department of the Treasury, Room 1054, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Contesting Record Procedures: See ``Record access procedures'' above. Record Source Categories: Pleadings and other materials filed during course of a legal proceeding, discovery obtained pursuant to applicable court rules; materials obtained by Office of Foreign Assets Control investigation; material obtained pursuant to requests made to other Federal agencies; orders, opinions, and decisions of courts. Exemptions Claimed for the System: None. TREASURY/DO .150 System name: Disclosure Records--Treasury/DO. [[Page 69729]] System location: Departmental Offices, Department of the Treasury, 1500 Pennsylvania Ave., NW, Washington DC 20220. Categories of individuals covered by the system: Individuals who have submitted requests for information to the Departmental Offices or who have appealed initial denials to the requests. Categories of records in the system: Requests for records or information pursuant to the Freedom of Information Act, 5 U.S.C. 552, and/or the Privacy Act, 5 U.S.C. 552a, internal processing documents, memoranda, and referrals are kept by the Disclosure Office. Copies of requested records are kept by the program office responsible for fulfilling the request. Authority for maintenance of the system: 5 U.S.C. 552, 5 U.S.C. 552a, 31 CFR Part 1. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records may be used to: (1) Disclose information to other agencies when required for coordination of response or referral; (2) disclose information to the Department of Justice for defending law suits. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the System: Storage: Paper files, magnetic media. Retrievability: By name and case number. Safeguards: Stored in filing cabinets. Access limited to individuals with need to know or legitimate right to review. Retention and Disposal: Retained in accordance with the provisions of the Departmental records management procedures. System Manager(s) and Address: Assistant Director, Disclosure Services, Department of the Treasury, Room 1054, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Deputy Assistant Secretary (Law Enforcement), Department of the Treasury, Room 4414, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Freedom of Information Act Officer, Office of Tax Policy, Department of the Treasury, Room 4028A-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Notification Procedure: Individuals wishing to be notified if they are named in this system of records, or gain access to records maintained in this system must submit a written request containing the following elements: (1) Identify the record system; (2) identify the category and type of records sought; and (3) provide at least two items of secondary identification (date of birth, employee identification number, dates of employment or similar information). Address inquiries to Assistant Director, Disclosure Services at the above address. Record Access Procedures: See ``Notification procedure'' above. Contesting Record Procedures: See ``Notification procedure'' above. Record Source Categories: Individuals who make Freedom of Information Act requests, federal officials responding to Freedom of Information Act requests, and documents from official records. Exemptions Claimed for the System: None. TREASURY/DO .156 System name: Tax Court Judge Applicants--Treasury/DO. System location: Department of the Treasury, Office of the General Counsel, Room 3000 MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Categories of individuals covered by the system: Individuals requesting consideration for appointment to Tax Court judgeships. Categories of records in the system: Information concerning the qualification of individuals for appointment to the Tax Court. Authority for maintenance of the system: 26 U.S.C. 7443. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information from this system may be disclosed to the White House with recommendations to the President on appointments to the Tax Court. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File cabinets. Retrievability: By name of individual. Safeguards: The files are kept in locked cabinets with a limited number of employees- permitted access. Retention and Disposal: The records relating to individuals are destroyed at the end of each administration. System Manager(s) and Address: Administrative Officer, Office of the General Counsel, Room 3006- MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Notification Procedure: Individuals wishing to be notified if they are named in this system of records, or gain access to records maintained in this system must submit a written request containing the following elements: (1) Identify the record system; (2) Identify the category and type of records sought; (3) Provide at least two items of secondary identification (date of birth, employee identification number, dates of employment or similar information). Address inquiries to Assistant Director, Disclosure Services (See ``Record access procedures'' below). Record Access Procedures: Assistant Director, Disclosure Services, Department of the Treasury, Room 1054 MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Contesting Record Procedures: See ``Record access procedures'' above. Record Source Categories: Individual concerned and letters of recommendation from other individuals submitted at the request of the individual and/or the Department. Exemptions claimed for the Systems: None. TREASURY/DO .183 System name: Private Relief Tax Bill Files--Office of the Assistant Secretary for Tax Policy-Treasury/DO. System location: Room 4040-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. [[Page 69730]] Categories of individuals covered by the system: Individuals who have had private relief tax bills introduced in Congress on their behalf. Categories of records in the system: Congressional Committee or OMB request for Treasury views on proposed legislation, plus comments on proposal from offices or bureaus of Treasury, plus the Internal Revenue Service data concerning the issues involved and that unit's recommendation, and the report of the Treasury on the Bill. Authority for maintenance of the system: 5 U.S.C. 301. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information from this system may be disclosed to OMB and Congress. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File Folders. Retrievability: By bill numbers or name of person for whom relief is sought. Safeguards: Access limited to Tax Policy personnel. Retention and Disposal: Records are periodically updated to reflect changes and maintained as long as needed until shipped to National Archives and Records Administration. System Manager(s) and Address: Management Services, Office of Tax Policy, Room 1041-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Notification Procedure: Individuals wishing to be notified if they are named in this system of records, or gain access to records maintained in this system must submit a written request containing the following elements: (1) Identify the record system; (2) identify the category and type of records sought; and (3) provide at least two items of secondary identification (date of birth, employee identification number, dates of employment or similar information). Address inquiries to Assistant Director, Disclosure Services (See ``Record access procedures'' below). Record Access Procedures: Assistant Director, Disclosure Services, Department of the Treasury, Room 1054-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Contesting Record Procedures: See ``Record access procedures'' above. Record Source Categories: Principally the Congress and the Internal Revenue Service. Exemptions Claimed for the System: None. TREASURY/DO .190 System name: General Allegations and Investigative Records--Treasury/DO. System location: Office of Inspector General (OIG), Assistant Inspector General for Investigations, 1201 Constitution Avenue, NW, Washington, DC 20220; Regional Inspectors General for Investigations in Washington, DC; Houston, TX; Los Angeles, CA; and Chicago, IL; and Office of Investigations field offices in New York, NY, and Glynco, GA. Addresses may be obtained from the system manager. Categories of individuals covered by the system: (A) Current and former employees of the Department of the Treasury and persons whose association with current and former employees relate to the alleged violations of the Department's rules of conduct, the Office of Personnel Management merit system, or any other criminal or civil misconduct, which affects the integrity or facilities of the Department of the Treasury. The names of individuals and the files in their names may be: (1) Received by referral; or (2) initiated at the discretion of the Office of the Inspector General in the conduct of assigned duties. (B) Individuals who are: Witnesses; complainants; confidential or nonconfidential informants; suspects; defendants; parties who have been identified by the Office of the Inspector General, constituent units of the Department of Treasury, other agencies, or members of the general public in connection with the authorized functions of the Inspector General. (C) Current and former senior Treasury and bureau officials who are the subject of investigations initiated and conducted by the Office of the Inspector General. Categories of records in the system: (A) Letters, memoranda, and other documents citing complaints of alleged criminal or administrative misconduct. (B) Investigative files which include: (1) Reports of investigations to resolve allegations of misconduct or violations of law with related exhibits, statements, affidavits, records or other pertinent documents obtained during investigations; (2) transcripts and documentation concerning requests and approval for consensual (telephone and consensual non-telephone) monitoring; (3) reports from or to other law enforcement bodies; (4) prior criminal or noncriminal records of individuals as they relate to the investigations; and (5) reports of actions taken by management personnel regarding misconduct and reports of legal actions resulting from violations of statutes referred to the Department of Justice for prosecution. Authority for maintenance of the system: The Inspector General Act of 1978, as Amended, 5 U.S.C.A. App.3. Purpose(s): The records and information collected for and maintained in this system are used to (a) receive allegations of violations of the Department's rules of conduct, the Office of Personnel Management merit system, or any other criminal or civil misconduct and to (b) prove or disprove, to the extent possible, allegations which the OIG receives that are made against Department of the Treasury employees. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records may be used to: (1) Disclose information to the Department of Justice in connection with actual or potential criminal prosecution or civil litigation; (2) disclose pertinent information to appropriate Federal, State, local, or foreign agencies responsible for investigating or prosecuting the violations of, or for enforcing or implementing a statute, rule, regulation, order, or license, or where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation; (3) disclose information to a Federal, State, or local agency, maintaining civil, criminal or other relevant enforcement information or other pertinent information, which has requested information relevant to or necessary to the requesting agency's or the bureau's hiring or retention of an employee, or the issuance of a security clearance, license, contract, grant, or other benefit; (4) disclose information to a court, magistrate, or administrative tribunal in the course of presenting evidence, including disclosures to opposing counsel or witnesses in the course of civil discovery, litigation, or [[Page 69731]] settlement negotiations in response to a subpoena or in connection with criminal law proceedings; (5) provide information to a congressional office in response to an inquiry made at the request of the individual to whom the record pertains; (6) provide information to the news media in accordance with guidelines contained in 28 CFR 50.2 which relate to an agency's functions relating to civil and criminal proceedings; (7) provide information to third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file jackets are maintained in a secured locked room. Also, magnetic media maintained on the case tracking systems are password protected, secured by an internal lock and locked in a secured room. Backup of the magnetic media is maintained in a locked safe. Retrievability: Alphabetically by name of subject or complainant, by case number, and by special agent name and/or employee number. Safeguards: Paper records and word processing disks are maintained in locked safes and all access doors are locked when offices are vacant. Automated records are controlled by computer security programs which limit access to authorized personnel who have a need for such information in the course of their duties. The records are available to Office of Inspector General personnel who have an appropriate security clearance on a need-to-know basis. Retention and Disposal: Investigative files and paper indices are stored on-site for 3 years. Indices to those files are stored on-site on magnetic media for an indefinite time. The magnetic media will be retained indefinitely; however, they will be updated periodically to reflect changes. Upon expiration of their respective retention periods, the investigative files are transferred to the Federal Records Center, Suitland, Maryland, for storage and in most instances destroyed by burning, maceration or pulping when 20 years old. System Manager(s) and Address: Assistant Inspector General for Investigations, Room 7320, 1201 Constitution Avenue, NW, Washington, DC 20220. Notification Procedure: Pursuant to 5 U.S.C. 552a(j)(2) and (k)(2), this system of records may not be accessed for purposes of determining if the system contains a record pertaining to a particular individual. Record Access Procedures: See ``Notification Procedure'' above. Contesting Record Procedures: See ``Notification Procedure'' above. Record Source Categories: See ``Categories of individuals'' above. This system contains investigatory material for which sources need not be reported. Exemptions Claimed for the System: This system is exempt from 5 U.S.C. 552(a)(c)(3)(4), (d)(1)(2)(3)(4), (e)(1)(2)(3), (4)(G), (H), and (I), (e)(5) and (8), (f) and (g) of the Privacy Act pursuant to 5 U.S.C. 552a(j)(2) and (k)(2). TREASURY/DO .191 System name: OIG Management Information System (MIS). System location: Office of Inspector General (OIG), all headquarters, regional and field offices. (See appendix A.) Categories of individuals covered by the system: Current and former employees of the Office of Inspector General. Categories of records in the system: (1) MIS Personnel system records contain OIG employee name, office, start of employment, series/grade, title, separation date; (2) MIS tracking records contain status information on audits, investigations and other projects from point of request or annual planning through follow-up and closure; (3) MIS Timekeeping records contain assigned projects and distribution of time; (4) MIS Equipment Inventory records contain assigned equipment; (5) MIS Travel records contain dates, type of travel and costs; (6) MIS Training records contain dates, title of training, and costs. Authority for maintenance of the system: Inspector General Act of 1978, as amended; (5 U.S.C. Appendix 3) 5 U.S.C. 301; and 31 U.S.C. 321. Purpose(s): The purpose of the MIS system is to: (1) Manage effectively OIG resources and projects; (2) capture accurate statistical data for mandated reports to the Secretary of the Treasury, the Congress, the Office of Management and Budget, the General Accounting Office, the President's Council on Integrity and Efficiency and other federal agencies; and (3) provide accurate information critical to the OIG's daily operation, including employee performance and conduct. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: (1) A record from the system of records, which indicates, either by itself or in combination with other information, a violation or potential violation of law, whether civil or criminal, and whether arising by statute, regulation, rule or order issued pursuant thereto, may be disclosed to a Federal, State, local, or foreign agency or other public authority that investigates or prosecutes or assists in investigation or prosecution of such violation, or enforces or implements or assists in enforcement or implementation of the statute, rule, regulation or order. (2) A record from the system of records may be disclosed to a Federal, State, local, or foreign agency or other public authority, or to private sector (i.e., non-Federal, State, or local government) agencies, organizations, boards, bureaus, or commissions, which maintain civil, criminal, or other relevant enforcement records or other pertinent records, such as current licenses in order to obtain information relevant to an agency investigation, audit, or other inquiry, or relevant to a decision concerning the hiring or retention of an employee or other personnel action, the issuance of a security clearance, the letting of a contract, the issuance of a license, grant or other benefit, the establishment of a claim, or the initiation of administrative, civil, or criminal action. Disclosure to the private sector may be made only when the records are properly constituted in accordance with agency requirements; are accurate, relevant, timely and complete; and the disclosure is in the best interest of the Government. (3) A record from the system of records may be disclosed to a Federal, State, local, or foreign agency or other public authority, or private sector (i.e., non- Federal, State, or local government) agencies, organizations, boards, bureaus, or commissions, if relevant to the recipient's hiring or retention of an employee or other personnel action, the issuance of a security clearance, the letting of a contract, the issuance of a license, grant or other benefit, the establishment of a [[Page 69732]] claim, or the initiation of administrative, civil, or criminal action. Disclosure to the private sector may be made only when the records are properly constituted in accordance with agency requirements; are accurate, relevant, timely and complete; and the disclosure is in the best interest of the Government. (4) A record from the system of records may be disclosed to any source, private or public, to the extent necessary to secure from such source information relevant to a legitimate agency investigation, audit, or other inquiry. (5) A record from the system of records may be disclosed to the Department of Justice when the agency or any component thereof, or any employee of the agency in his or her official capacity, or any employee of the agency in his or her individual capacity where the Department of Justice has agreed to represent the employee, or the United States, where the agency determines that litigation is likely to affect the agency or any of its components, is a party to litigation or has an interest in such litigation, and the use of such records by the Department of Justice is deemed by the agency to be relevant and necessary to the litigation and the use of such records by the Department of Justice is therefore deemed by the agency to be for a purpose that is compatible with the purpose for which the agency collected the records. (6) A record from the system of records may be disclosed in a proceeding before a court or adjudicative body, when the agency, or any component thereof, or any employee of the agency in his or her official capacity, or any employee of the agency in his or her individual capacity where the agency has agreed to represent the employee, or the United States, where the agency determines that litigation is likely to affect the agency or any of its components, is a party to litigation or has an interest in such litigation, and the agency determines that use of such records is relevant and necessary to the litigation and the use of such records is therefore deemed by the agency to be for a purpose that is compatible with the purpose for which the agency collected the records. (7) A record from the system of records may be disclosed to a Member of Congress from the record of an individual in response to an inquiry from the Member of Congress made at the request of that individual. (8) A record from the system of records may be disclosed to the Department of Justice and the Office of Government Ethics for the purpose of obtaining advice regarding a violation or possible violation of statute, regulation, rule or order or professional ethical standards. (9) A record from the system of records may be disclosed to the Office of Management and Budget for the purpose of obtaining its advice regarding agency obligations under the Privacy Act, or in connection with the review of private relief legislation. (10) A record from the system of records may be disclosed in response to a subpoena issued by a Federal agency having the power to subpoena records of other Federal agencies if, after careful review, the OIG determines that the records are both relevant and necessary to the requesting agency's needs and the purpose for which the records will be used is compatible with the purpose for which the records were collected. (11) A record from the system of records may be disclosed to a private contractor for the purpose of compiling, organizing, analyzing, programming, or otherwise refining records subject to the same limitations applicable to U.S. Department of Treasury officers and employees under the Privacy Act. (12) A record from the system of records may be disclosed to a grand jury agent pursuant either to a Federal or State grand jury subpoena, or to a prosecution request that such record be released for the purpose of its introduction to a grand jury provided that the Grand Jury channels its request through the cognizant U.S. Attorney, that the U.S. Attorney has been delegated the authority to make such requests by the Attorney General, that she or he actually signs the letter specifying both the information sought and the law enforcement purpose served. In the case of a State Grand Jury subpoena, the State equivalent of the U.S. Attorney and Attorney General shall be substituted. (13) A record from the system of records may be disclosed to a Federal agency responsible for considering suspension or debarment action where such record would be relevant to such action. (14) A record from the system of records may be disclosed to an entity or person, public or private, where disclosure of the record is needed to enable the recipient of the record to take action to recover money or property of the United States Department of the Treasury, where such recovery will accrue to the benefit of the United States, or where disclosure of the record is needed to enable the recipient of the record to take appropriate disciplinary action to maintain the integrity of the programs or operations of the Department of the Treasury. (15) A record from the system of records may be disclosed to a Federal, state, local or foreign agency, or other public authority, for use in computer matching programs to prevent and detect fraud and abuse in benefit programs administered by an agency, to support civil and criminal law enforcement activities of any agency and its components, and to collect debts and over payments owed to any agency and its components. (16) A record from the system of records may be disclosed to a public or professional licensing organization when such record indicates, either by itself or in combination with other information, a violation or potential violation of professional standards, or reflects on the moral, educational, or professional qualifications of an individual who is licensed or who is seeking to become licensed. (17) A record from the system of records may be disclosed to the Office of Management and Budget, the General Accounting Office, the President's Council on Integrity and Efficiency and other Federal agencies for mandated reports. Disclosure to consumer reporting agencies: Debtor information may also be furnished, in accordance with 5 U.S.C. 552a(b)(12) and 31 U.S.C. 3711(e) to consumer reporting agencies to encourage repayment of an overdue debt. Policies and practices for storing, retrieving, Accessing, Retaining, and Disposing of Records in the System: Storage: Paper records and magnetic media. Retrievability: Most files are accessed by OIG employee name, employee number, office, or cost center. Some records may be accessed by entering equipment or project information. Safeguards: Access is limited to OIG employees who have a need for such information in the course of their work. A central console is located in a departmental computer room which is staffed during normal business hours and locked at other times. Terminals and paper copies are maintained in offices which are staffed during normal business hours and locked at other times. Access to records on magnetic media is controlled by computer passwords. Access to specific MIS records is further limited and controlled by computer security programs limiting access to authorized personnel. [[Page 69733]] Retention and Disposal: Records are periodically updated to reflect changes and are retained as long as necessary. System Manager(s) and Address: Assistant Inspector General for Resources, Suite 510, 740 15th St. NW, Washington, DC 20220. Notification Procedure: Individuals wishing to be notified if they are named in this system of records, or to gain access to records maintained in this system may inquire in accordance with instructions appearing in 31 CFR part 1, subpart C, appendix A. Individuals must submit a written request containing the following elements: (1) Identify the record system; (2) identify the category and type of records sought; and (3) provide at least two items of secondary identification (date of birth, employee identification number, dates of employment or similar information). Address inquiries to Assistant Director, Disclosure Services (see ``Record access Procedures'' below). Record Access Procedures: Assistant Director, Disclosure Services, Department of the Treasury, Room 1054, 1500 Pennsylvania Avenue, NW, Washington, DC 20220. Contesting Records Procedures: See ``Record access procedures'' above. Record Source Categories: Current and former employees of the OIG. Exemptions Claimed for the System: None. Appendix A--Addresses of OIG Offices Headquarters: Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Resources, Suite 510, 740 15th Street, NW, Washington, D.C. 20220. Field Locations: Contact System Manager for addresses. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Investigations, Office of the Regional Inspector General for Investigations, Mid-States Regional Office, Houston, TX 77057. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Investigations, Chicago Field Office, Chicago, IL 60690. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Investigations, Office of the Regional Inspector General for Investigations, Western Regional Office, El Segundo, CA 90245-4320. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, FLETC Field Office, Federal Law Enforcement Training Center, Glynco, GA 31524. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, Office of the Regional Inspector General for Audit, Eastern Regional Office, Boston, MA 02110. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, Office of the Deputy Assistant Inspector General for Audit, New York Field Office, New York, NY 10048. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, Office of the Regional Inspector General for Audit, Eastern Regional Office, Philadelphia Field Office, Marlton, NJ 08053. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, Office of the Regional Inspector General for Audit, Central Regional Office, Chicago, IL 60603. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, Office of the Deputy Assistant Inspector General for Audit, Indianapolis Field Office, Indianapolis, IN 46278. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, Office of the Regional Inspector General for Audit, Southern Regional Office, Houston, TX 77057. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, Office of the Regional Inspector General for Audit, Southern Regional Office, Miami Field Office, Miami, FL 33166-7710. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, Office of the Regional Inspector General for Audit, New Orleans Field Office, New Orleans, LA 70130. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, Office of the Regional Inspector General for Audit, Western Regional Office, El Segundo, CA 90245-4320. Department of Treasury, Office of Inspector General, Office of the Assistant Inspector General for Audit, Office of the Regional Inspector General for Audit, Western Regional Office, San Francisco Field Office, San Francisco, CA 94105. TREASURY/DO .193 System name: Employee Locator and Automated Directory System--Treasury/DO. System location: Main Treasury Building, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Categories of individuals covered by the system: Information on all employees of the Department is maintained in the system if the proper locator card is provided. Categories of records in the system: Name, office telephone number, bureau, office symbol, building, room number, home address and phone number, and person to be notified in case of emergency. Authority for maintenance of the system: 5 U.S.C. 301. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Disclosures are not made outside of the Department. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Hard copy and magnetic media. Retrievability: Indexed by name and/or block code numbers. Safeguards: All records, including computer system and all terminals are located within secure space. Only authorized personnel have access. Retention and Disposal: Records are kept as long as needed, updated periodically and destroyed by burning. System Manager(s) and Address: Chief, Telecommunications Operations Branch, Room 1121-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. Notification Procedure: See ``System manager'' above. Record Access Procedures: See ``System manager'' above. Contesting Record Procedures: See ``System manager'' above. Record Source Categories: Information is provided by individual employees. Necessary changes made if requested. Exemptions Claimed for the system: None. TREASURY/DO .194 System name: Circulation System--Treasury. System location: Department of the Treasury, Library and Information Services Division, Room 5030-MT, 1500 Pennsylvania Avenue, NW, Washington, DC 20220. [[Page 69734]] Categories of individuals covered by the system: Employees who borrow library materials or receive library materials on distribution. The system also contains records concerning interlibrary loans to local libraries which are not subject to the Privacy Act. Categories of records in the system: Records of items borrowed from the Treasury Library collection and patron records are maintained on central computer. Records are maintained by name of borrower, office locator information, and title of publication. Authority for maintenance of the system: 5 U.S.C. 301. Purposes(s): Track circulation of library materials and their borrowers. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records may be used to disclose information to a congressional office in response to an inquiry made at the request of the individual to whom the record pertains. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic media. Retrievability: Data can be retrieved from the system by borrower name or bar code number and publication title or its associated bar code number. Safeguards: Access to the system requires knowledge of password identification codes and protocols for calling up the data files. Access to the records is limited to staff of the Readers Services Branch who have a need-to-know the information for the performance of their duties. Retention and Disposal: Only current data are maintained on-line. Records for borrowers are deleted when employee leaves Treasury. SYSTEM Manager(s) and Address: Assistant Director, Library and Information Services, Department of the Treasury, Room 5030-MT, 1500 Pennsylvania Ave., NW, Washington, DC 20220. NOTIFICATION PROCEDURE: Inquiries should be addressed to Assistant Director, Disclosure Services, Department of the Treasury, Room 1054-MT, 1500 Pennsylvania Ave., NW, Washington DC 20220. RECORD ACCESS PROCEDURES: See ``Notification procedure'' above. CONTESTING RECORD PROCEDURES: See ``Notification procedure'' above. RECORD SOURCE CATEGORIES: Patron information records are completed by borrowers and library staff. EXEMPTIONS CLAIMED FOR THE SYSTEM: None. TREASURY/DO .196 SYSTEM NAME: Security Information System--Treasury/DO. SYSTEM LOCATION: Components of this system are located in the following offices within the Departmental Offices: Office of Security, Room 3210 Treasury Annex, 1500 Pennsylvania Avenue, NW, Washington, DC 20220, and Assistant Director, Security, Safety and Parking, Administrative Operations Division, Room 1212 MT, 1500 Pennsylvania Avenue, NW, Washington, DC 20220. CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: (1) Department of the Treasury officials who classify documents with a national security classification, i.e., Top Secret, Secret, or Confidential. (2) Each Department of the Treasury official, by name and position title, who has been delegated the authority to downgrade and declassify national security information and who is not otherwise authorized to classify a document at its present classification level. (3) Each Department of the Treasury official, by name and position title, who h [Text truncated at 120,000 characters. The full text is on the page linked above.] --- Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/fr%3A98-31632. Public record. Not legal advice.