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

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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.AFRICAN DEVELOPMENT FOUNDATION


   #..Notice of Systems of Records, Preliminary Statement

         Official Personnel Files
       Official personnel files of Federal employees in the General 
   Schedule in the custody of ADF are considered the property of OPM. 
   Access to such files shall be in accordance with such notices as are 
   published by OPM. Access to such files in the custody of ADF will be 
   granted to individuals to whom such files pertain upon request to the 
   Personnel Officer, ADF, Suite 600, 1626 Massachusetts Avenue, NW., 
   Washington, DC 20036.
       Various ADF offices maintain files which contain miscellaneous 
   copies of personnel material affecting ADF employees. This includes 
   copies of standard personnel forms, evaluation forms, etc. These 
   files are kept only for immediate office reference use and are 
   considered by the Foundation to be part of the personnel file system. 
   ADF's internal regulations provide that such information is part of 
   the general personnel files and can only be disclosed through the 
   Director of Personnel in order to ensure that any material disclosed 
   is relevant, material, current, and fair to the individual employee. 
   It is also ADF policy to limit the use of such files and to encourage 
   the destruction of as many as possible.
         Security Classification
       None of the files maintained by ADF contain classified 
   information.
       Statement of General Routine Uses
       The following general routine uses are incorporated by this 
   reference into each system of records set forth herein, unless such 
   incorporation is specifically limited in the system description.
       1. In the event that a record in a system of records maintained 
   by ADF indicates any violation or potential violation of the law, 
   whether civil, criminal or regulatory in nature, and whether arising 
   by statute, or by regulation, rule or order issued pursuant thereto, 
   the relevant record in this system of records may be referred as a 
   routine use to the appropriate agency, whether Federal, state, local, 
   or foreign, charged with the responsibility of investigating or 
   prosecuting such violation, or charged with enforcing or implementing 
   the statute, rule, regulation, or order issued pursuant thereto. Such 
   referral shall also include and be deemed to authorize any and all 
   appropriate and necessary uses of such records in a court of law or 
   before an administrative board or hearing.
       2. A record may be disclosed as a routine use to designated 
   officers and employees of other agencies and departments of the 
   Federal Government having an interest in the individual for 
   employment purposes, including the hiring or retention of any 
   employee, the issuance of a security clearance, the letting of a 
   contract, or the issuance of license, grant or other benefit by the 
   requesting agency, to the extent that the information is relevant and 
   necessary to the requesting agency's decision on the matter involved.
       3. Routine Use for Disclosure to the Department of Justice for 
   Use in Litigation:
       It shall be a routine use of the records in this system of 
   records to disclose them to the Department of Justice when
       (a) The agency, or any component thereof; or
       (b) Any employee of the agency in his or her official capacity; 
   or
       (c) Any employee of the agency in his or her individual capacity 
   where the Department of Justice has agreed to represent the employee; 
   or
       (d) 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, provided, 
   however, that in each case, the agency determines that disclosure of 
   the records to the Department of Justice is a use of the information 
   contained in the records that is compatible with the purpose for 
   which the records were collected.
         Routine Use for Agency Disclosure in Litigation
       It shall be a routine use of records maintained by this agency to 
   disclose them in a proceeding before a court or adjudicative body 
   before which the agency is authorized to appear, when
       (a) The agency, or any component thereof; or
       (b) Any employee of the agency in his or her official capacity; 
   or
       (c) Any employee of the agency in his or her individual capacity 
   where the agency has agreed to represent the employee; or
       (d) 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, provided, however, that in each case, 
   the agency determines that disclosure of the records to the 
   Department of Justice is a use of the information contained in the 
   records that is compatible with the purpose for which the records 
   were collected.
       4. Information from records systems may be disclosed to any 
   source from which information is requested in the course of an 
   investigation, to the extent necessary to identify the individual, 
   inform the source of the nature and purpose of the investigation, and 
   to identify the type of information requested.
       5. Information in any system of records may be disclosed to a 
   Congressional office, in response to an inquiry from the office, made 
   at the request of the individual to whom the record pertains.
       6. Any record from any system of records may be disclosed as a 
   routine use to the National Archives and Records Administration, 
   General Services Administration in records management inspections 
   conducted under authority of 44 U.S.C. 2904 and 2906.
       7. Information from records systems may be released to auditors 
   in the conduct of an audit of ADF operations or accounts, but only to 
   the extent it is relevant and necessary to the conduct of the audit.
         Location of Files
       All files are located in the office indicated under ``System 
   Location'' at ADF headquarters in Suite 600, 1625 Massachusetts Ave. 
   NW., Washington, DC 20036.
         Notification
       Individuals may inquire whether any system contains information 
   pertaining to them by addressing the Director of Administration and 
   Finance in person or in writing. If in writing, such request should 
   include the individual's name and address, social security number, 
   and any relevant data concerning the information sought which will 
   assist in identifying the record. ADF may require that the individual 
   furnish the Foundation with additional information to assure that he 
   or she is properly identified.
         Access and Contest
       In response to a request by an individual, the Director of 
   Administration and Finance shall arrange for access to the requested 
   record, or advise the requester if no such record exists. If an 
   individual wishes to contest the content of any record, he/she may do 
   so by addressing a written request to the Director of Administration 
   and Finance, Suite 600, 1625 Massachusetts Ave., NW., Washington, DC 
   20036. The Director will provide all necessary information regarding 
   such contest and appeal.

   #.. ADF 1

   #....System name: Employee Pay and Leave Records.

     System location: 
       Office of Administration and Finance.
     Categories of individuals covered by the system: 
       Current and former employees of ADF.
     Categories of records in the system: 
       Records of current personnel status, amounts of pay, hours 
   worked, leave accrued, allotments authorized, and benefits paid by 
   the Government.
     Authority for maintenance of the system: 
       GAO Policy and Procedures Manual; 31 U.S.C. 3512; and the Budget 
   and Accounting Procedures Act of 1950.
   Purpose(s): 
       This system was established to record moneys paid, allotments 
   authorized, leave earned and used, and retirement benefits accrued.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Information in these records are routinely provided as follows:
       1. To the Federal Agency designated through inter-agency 
   agreement to perform payrolling services for ADF. The Department of 
   Energy is currently performing this function.
       2. Through the Department of Energy, to the Treasury for payroll 
   and savings bonds and other deduction purposes; to the Internal 
   Revenue Service with regard to tax matters; and to participating 
   insurance companies holding policies with respect to ADF employees.
       3. General routine uses listed in the Preliminary Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Pay and leave records are maintained in looseleaf binders in 
   metal file cabinets with key locks. Individual Time and Attendance 
   records are maintained by the Personnel Officer in a separate metal 
   file cabinet with a key lock. Microfiche pay and leave records are 
   maintained in a Microfiche index which is kept in a metal file 
   cabinet with a key lock.
     Retrievability: 
       Records are indexed in alphabetical order by pay period.
     Safeguards: 
       Access to data in this system is restricted to ADF and Department 
   of Energy staff, including employees, interns, consultants and 
   contractors, with a need to know in connection with the performance 
   of their official duties.
     Retention and disposal: 
       Records in this system are maintained for three years after the 
   end of the fiscal year in which an employee terminates employment 
   with ADF, and then retired to the Federal Records Center. The Time 
   and Attendance sheets are maintained for three years and then 
   destroyed.
     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 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: 
       ADF employees and the individual to whom the record pertains.

   #.. ADF 2

   #....System name: Locater Files.

     System location: 
       Office of the President and at agencywide desk top word 
   processors.
     Categories of individuals covered by the system: 
       Members of the ADF Board of Directors and Advisory Council, 
   American Ambassadors and AID Mission Directors in Africa, ADF staff 
   and personal services contractors, and press contacts.
     Categories of records in the system: 
       These files contain names and current addresses and phone 
   numbers.
     Authority for maintenance of the system: 
       The African Development Foundation Act, 22 U.S.C. 290h et seq.
   Purpose(s): 
       The purpose of this system is to enable ADF to contact 
   individuals whose names are on file either in writing or by phone.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The contents of these file are used by ADF staff, consultants and 
   contractors to contact individuals whose names are in the file in 
   connection with official ADF business. Information in the file is 
   also available for routine uses 2 through 6 listed in the above 
   Preliminary Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Records are stored in disk packs with floppy diskette backup. 
   These are filed and maintained in metal cabinets with key locks.
     Retrievability: 
       Records in these files are maintained in alphabetical order.
     Safeguards: 
       Access to the data in the files is through the use of a password. 
   Only those with a need for the information in the files in connection 
   with their regular duties have the password.
     Retention and disposal: 
       Information in this file is kept current. Names and addresses of 
   officials who no longer hold positions noted under ``Categories of 
   Individuals'' above are purged from the system.
     System manager(s) and address: 
       Executive Assistant to the President, Suite 600, 1625 
   Massachusetts Ave. NW., Washington, DC 20036.
     Notification procedure: 
       See the Notification paragraph in the Preliminary Statement 
   above.
     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 contained in the system is obtained from the 
   individuals listed in the system.

   #.. ADF 3

   #....System name: Mailing List.

     System location: 
       Office of the President, ADF, Suite 600, 1625 Massachusetts Ave. 
   NW., Washington, DC 20036.
     Categories of individuals covered by the system: 
       Academicians; Federal, state, and local government employees; 
   officials in private voluntary and religious organizations involved 
   in overseas development; officers of corporations and financial 
   institutions doing business in Africa, librarians, media people, and 
   other individuals having an interest in, and/or a need to know 
   information about grassroots development in Africa.
     Categories of records in the system: 
       Names and current addresses.
     Authority for maintenance of the system: 
       The African Development Foundation Act, 22 U.S.C. 290h et seq.
   Purpose(s): 
       This system is maintained as an up to date mailing list for ADF 
   publications.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The names and addresses maintained in this system allow the 
   Foundation to carry out its purpose of disseminating information 
   about grassroots development in Africa through the mailing of 
   publications to persons and institutions involved in development and/
   or African affairs, both at the academic and practical level. 
   Employees, interns, consultants and contractors having a need for the 
   information in the course of updating the list or mailing the 
   publications have access to it. Since mailing services are provided 
   routinely through an outside contractor, that contractor and its 
   employees will have periodic access to the system in order to prepare 
   mailing labels. Information in the system is also subject to routine 
   uses 2 through 6 as listed above in the Preliminary Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       The information is stored on magnetic tape with a backup. The 
   tapes are stored on the premises of the firm which has the mailing 
   contract with ADF in a room designated as a tape library. Two hard 
   copy printouts of the tapes are retained by ADF in metal cabinets 
   with key locks.

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