Privacy Act: [ ADF 1] Employee Pay and Leave Records....

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     Retrievability: 
       The records are maintained in alphabetical order.
     Safeguards: 
       Records are being maintained by the contractor so as to permit 
   access only to employees who have a need to know in connection with 
   the provision of services under the contract. Similarly, access to 
   the hard copies maintained by the Foundation is limited to ADF 
   employees, interns, consultants with a need to know in connection 
   with their duties.
     Retention and disposal: 
       The records are updated semi-annually and obsolete names and/or 
   addresses are deleted.
     System manager(s) and address: 
       Executive Assistant to the President, ADF, Suite 600, 1625 
   Massachusetts Ave. NW., Washington, DC 20036
     Notification procedure: 
       See the Notification paragraph in the above Preliminary 
   Statement.
     Record access procedures: 
       See the Access and Contest paragraph in the Preliminary 
   Statement.
     Contesting record procedures: 
       Same as Record Access Procedures.
     Record source categories: 
       Some of the names and addresses of firms and individuals involved 
   in grassroots development were furnished by the Agency for 
   International Development. Others came from ADF employees, and the 
   remainder were furnished by the individuals listed in the system.

   #.. ADF 4

   #....System name: Paid Voucher Files.

     System location: 
       Office of Administration and Finance.
     Categories of individuals covered by the system: 
       Employees, contractors, vendors, suppliers, consultants and 
   grantees who have received payment from ADF.
     Categories of records in the system: 
       These records include paid vouchers, purchase orders, contracts, 
   travel orders, and other obligating documents.
     Authority for maintenance of the system: 
       The African Development Foundation Act, 22 U.S.C. 290h et seq.; 
   The Budget and Accounting Act of 1921; Accounting and Auditing Act of 
   1950; and the Federal Claims Collection Act of 1966.
   Purpose(s): 
       The purpose of this system is to maintain a record of all 
   payments made by ADF pursuant to purchase orders, contracts, grants 
   and other obligating documents.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       These records are used by ADF staff and contractors to determine 
   amounts to be paid, verify administrative authorizations and 
   eligibility for payment, ensure that payments are made promptly and 
   accurately, confirm costs, and ensure accuracy of accounting 
   information. Other routine uses would be those listed in the above 
   Preliminary Statement. The information is used by ADF employees, 
   consultants, and contractors who have a need for the information in 
   connection with the performance of their official duties.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Records are stored in metal filing cabinets with key locks.
     Retrievability: 
       Records are filed by fiscal year, alphabetically by the last name 
   of the payee.
     Safeguards: 
       Records are available only to appropriate Administration and 
   Finance personnel and other appropriate ADF officials with the need 
   for such records in the performance of their duties.
     Retention and disposal: 
       Records are held for three years and retired to the Federal 
   Records Center.
     System manager(s) and address: 
       Director, Administration and Finance, African Development 
   Foundation, Suite 600, 1625 Massachusetts Ave. NW., Washington, DC 
   20036.
     Notification procedure: 
       See the Notification paragraph in the Preliminary Statement above 
   in this notice.
     Record access procedures: 
       See the Access and Contest paragraph in the Preliminary 
   Statement.
     Contesting record procedures: 
       Same as Record Access Procedures.
     Record source categories: 
       Data is obtained from documents provided by the individual or the 
   vendor.

   #.. ADF 5

   #....System name: Procurement/Contracting.

     System location: 
       Office of Administration & Finance.
     Categories of individuals covered by the system: 
       All vendors, both companies and individuals, with whom ADF does 
   or has done business, as well as organizations and individuals with 
   whom the Foundation may wish to do business in the future. Included 
   are the records pertaining to vendors, contractors, and consultants.
     Categories of records in the system: 
       The system consists of purchase orders and contracts, as well as 
   resumes and SF 171's, and invoices from contractors, vendors and 
   consultants.
     Authority for maintenance of the system: 
       48 CFR Ch. 1, subpart 4.8 (the Federal Acquisition Regulations), 
   the African Development Foundation Act, 22 U.S.C. 290h et seq.
   Purpose(s): 
       Information in the system is used to: (1) Provide a complete 
   background as a basis for informed decisions at each step in the 
   acquisition process; (2) support actions taken; (3) provide 
   information for reviews and investigations; (4) provide information 
   on which to base future procurement decisions.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Disclosures may be made to ADF employees, contractors, 
   consultants, and interns, performing services for ADF at ADF 
   headquarters, with a need to know in order to make informed 
   recommendations or decisions, or take actions, with regard to the 
   procurement of goods or services.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Files are maintained in folders in metal file cabinets with key 
   locks.
     Retrievability: 
       Records are indexed alphabetically by fiscal year.
     Safeguards: 
       Information from records is only available to ADF staff who have 
   a need to know in the performance of their official duties, and is 
   usually provided through the Contracting Officer or, in his/her 
   absence, the Director of Administration and Finance.
     Retention and disposal: 
       Records are retained for three years and then reviewed, and 
   either destroyed or forwarded to the Federal Record Center.
     System manager(s) and address: 
       Contract Officer, Office of Administration and Finance, ADF, 
   Suite 600, 1625 Massachusetts Avenue NW., Washington, DC 20036.
     Notification procedure: 
       See the Notification paragraph in the Preliminary Statement in 
   this notice.
     Record access procedures: 
       See the Access and Contest paragraph in the Preliminary 
   Statement.
     Contesting record procedures: 
       Same as Record Access Procedures.
     Record source categories: 
       Data is obtained from documents provided by the individual or 
   vendor and, on occasion, by other organizations within or without the 
   Government who may have done business with the individual or 
   organization.

   #.. ADF 6

   #....System name: Security Files.

     System location: 
       Office of Administration & Finance.
     Categories of individuals covered by the system: 
       Past and present ADF employees and applicants for employment from 
   1988 onwards.
     Categories of records in the system: 
       These records contain investigative information regarding an 
   individual's character, conduct, behavior in the community; arrests 
   and convictions for any violations of the law; reports of interviews 
   with former supervisors, co-workers, associates, educators, etc.; 
   reports about the qualifications of an individual for a specific 
   position; reports of inquiries to law enforcement agencies, former 
   employers, educational institutions attended; and other similar 
   information developed from the above.
     Authority for maintenance of the system: 
       Executive Order 10450, and Federal Personnel Manual, Chapters 
   731, 732, and 736. In addition, there are various acts of Congress 
   relating to personnel investigations authorizing the same by the 
   Office of Personnel Management, which responsibility can, under Civil 
   Service regulations and law, be delegated in whole or in part to 
   agencies.
   Purpose(s): 
       This system was established to keep on record information used to 
   determine eligibility or suitability for employment.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The contents of these records may be disclosed and used as 
   follows: 1. To the Office of Personnel Management as part of the 
   central OPM personnel investigation records system; 2. to the 
   Foundation's Security Officer and the President of the Foundation for 
   the purposes of making employment suitability and eligibility 
   determinations; and 3. subject to the general routine uses listed in 
   the above Preliminary Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Investigative folders are maintained in a fireproof, combination 
   lock safe in a room accessible only to authorized personnel.
     Retrievability: 
       Records are indexed in alphabetical order.
     Safeguards: 
       Access to the records in this system is restricted to the 
   Foundation Security Officer (the Personnel Officer) and the 
   President, and to the General Counsel of ADF on a need to know basis.
     Retention and disposal: 
     System manager(s) and address: 
       Personnel Security Officer (Personnel Officer), Office of 
   Administration & Finance, African Development Foundation, Suite 600, 
   1625 Massachusetts Avenue NW., Washington, DC 20036
     Notification procedure: 
       See the Notification paragraph in the Preliminary Statement in 
   this notice.
     Record access procedures: 
       See the Access and Contest paragraph in the Preliminary Statement 
   in this notice.
     Contesting record procedures: 
       Same as Record Access Procedure.
     Record source categories: 
       Information contained in this system is obtained from the 
   following categories of sources: 1. Applications and other forms and 
   information furnished by the individual. 2. By personal investigation 
   or written inquiry from such sources as employers, schools, 
   references, neighbors, associates, police departments, courts, credit 
   bureaus, medical records, probation officials, prison officials and 
   other sources as may be developed.

   #.. ADF 7

   #....System name: Travel Advance Records.

     System location: 
       Office of Administration and Finance.
     Categories of individuals covered by the system: 
       Any ADF employees, experts, consultants, contractors or others 
   who have engaged in authorized official travel for ADF.
     Categories of records in the system: 
       Manual and automated records of travel advances made to 
   employees, consultants and others, and records of repayment or 
   liquidation of such advances.
     Authority for maintenance of the system: 
       The African Development Foundation Act, 22 U.S.C. 290h et seq.; 
   the Budget and Accounting Act of 1921; the Accounting and Auditing 
   Act of 1950; the Federal Claim Collection Act of 1966.
   Purpose(s): 
       This system is maintained to provide a record to account for and 
   issue payments due as the result of authorized official ADF travel; 
   and for audit purposes to account for the expenditure of Federal 
   funds.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       1. To ADF employees, interns, consultants, and contractors in the 
   office of Administration and Finance, and senior management personnel 
   who require access in the performance of their official duties.
       2. To the Federal Agency which is performing accounting services 
   for ADF pursuant to inter-agency agreement, in this case the National 
   Transportation Safety Board, in the event of a problem with the 
   accounting system which requires the examination of individual 
   transactions.
       3. Subject to the routine uses listed in the above Preliminary 
   Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Manual records are kept in key locked metal filing cabinets. 
   Automated records are on hard disks in the computer accessible only 
   by password available to employees of the Office of Administration 
   and Finance and NSTB employees responsible for systems maintenance.
     Retrievability: 
       Manual records are maintained alphabetically by name. The 
   automated records are maintained by social security number.
     Safeguards: 
       Records are available to only those with a need to know in 
   connection with the performance of their duties. The records are 
   accessible through the use of a password kept by the Director of 
   Administration and Finance. It is changed every six months by the 
   Director of Administration and Finance.
     Retention and disposal: 
       Records in the system are maintained for one year after the 
   individual leaves the Foundation.
     System manager(s) and address: 
       Director of Administration and Finance, Suite 600, 1625 
   Massachusetts Ave. NW., Washington, DC 20036.
     Notification procedure: 
       See the Notification paragraph in the above Preliminary 
   Statement.
     Record access procedures: 
       See the Access and Contest paragraph in the Preliminary 
   Statement.
     Contesting record procedures: 
       Same as Record Access Procedures.
     Record source categories: 
       Information is furnished by the individual traveler, supervisors, 
   or other ADF staff.

   #.AFRICAN DEVELOPMENT FOUNDATION


AFRICAN DEVELOPMENT FOUNDATION

22 CFR PART 1507--RULES SAFEGUARDING PERSONAL INFORMATION

Sec.

1507.1  Purpose.

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