Home > 1995 Privacy Act Documents > Privacy Act: [ EIB--10] EIB Garage Space Application....

Privacy Act: [ EIB--10] EIB Garage Space Application....


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   Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       File folder.
     Retrievability: 
       By pay period.
     Safeguards: 
       File cabinet in a building that has a GSA contractor guard.
     Retention and disposal: 
       Retained 2 years and then destroyed.
     System manager(s) and address: 
       Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 
   20571.
     Notification procedure: 
       Administrative Officer, 811 Vermont Avenue, NW, Room 1031, 
   Washington, DC 20571.
     Record access procedures: 
       Same as Notification. A request for information as to whether a 
   Systems of Record contains a record pertaining to an individual and 
   all requests for access to a record from the system shall be in 
   writing with the letter and envelope clearly marked ``Privacy Act 
   Request'' and stating full name and address of individual. For 
   personal visits the individual should be able to provide some 
   acceptable identification, i.e., driver's license, identification 
   card, etc. Individuals desiring to contest or amend information 
   maintained in the system should direct their request to the 
   Notification listed above.
     Record source categories: 
       Time and attendance cards and related personnel forms.

   #.. EIB--18

   #....System name: EIB Payroll Master Record.

     Security classification: 
       None.
     System location: 
       811 Vermont Avenue, NW, Washington, DC 20571.
     Categories of individuals covered by the system: 
       All new Eximbank employees and changes to old employees.
     Categories of records in the system: 
       Employee payroll summary, i.e., name, social security number, 
   hourly rate, overtime rate, etc.
     Authority for maintenance of the system: 
       GAO Policy and Procedures Manual for Guidance of Federal Agencies 
   Title 6 for controls over automated payroll system.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Used to enter new employees and making any changes effecting old 
   employees. By officials and employees of the Eximbank in the 
   performance of their official duties. By Social Security, GAO, 
   Comptroller General, IRS and by officials and employees of other 
   departments and agencies in the performance of their official duties.
       Disclosure may be made to a Congressional Office from the record 
   of an individual in response to an inquiry from the Congressional 
   Office made at the request of that individual.
   Disclosure to consumer reporting agencies:
       Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be 
   made from this system to ``consumer reporting agencies'' 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. 3701(a)(3)).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Binders.
     Retrievability: 
       Office or division.
     Safeguards: 
       Locked cabinets in a building that has a GSA contractor guard.
     Retention and disposal: 
       Retained 3 years.
     System manager(s) and address: 
       Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 
   20571.
     Notification procedure: 
       Administrative Officer, 811 Vermont Avenue, NW, Room 1031, 
   Washington, DC 20571.
     Record access procedures: 
       Same as Notification. A request for information as to whether a 
   systems of record contains a record pertaining to an individual and 
   all requests for access to a record from the system shall be in 
   writing with the letter and envelope clearly marked ``Privacy Act 
   Request'' and stating full name and address of individual. For 
   personal visits the individual should be able to provide some 
   acceptable identification, i.e., driver's license, identification 
   card, etc. Individuals desiring to contest or amend information 
   maintained in the system should direct their request to the 
   Notification listed above.
     Record source categories: 
       Office of Personnel and individual.

   #.. EIB--19

   #....System name: EIB Payroll Control Manual.

     Security classification: 
       None.
     System location: 
       811 Vermont Avenue, NW, Washington, DC 20571.
     Categories of individuals covered by the system: 
       All new employees and present and past employees making 
   deductions and pay changes.
     Categories of records in the system: 
       Control covering the biweekly payroll including such information 
   as name, base pay and any deductions such as FICA, retirement, bond, 
   insurance, health, charity, optional insurance and savings.
     Authority for maintenance of the system: 
       GAO Policy and Procedures Manual for Guidance of Federal Agencies 
   for controls over automated payroll system.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       By officials and employees of the Eximbank in the performance of 
   their official duties. By OPM, Justice, IRS, Comptroller General and 
   by officials and employees of other departments and agencies in the 
   performance of their official duties.
       Disclosure may be made to a Congressional Office from the record 
   of an individual in response to an inquiry from the Congressional 
   Office made at the request of that individual.
   Disclosure to consumer reporting agencies:
       Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be 
   made from this system to ``consumer reporting agencies''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. 3701(a)(3)).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       File folder.
     Retrievability: 
       According to pay period.
     Safeguards: 
       Locked cabinet and in a building that has a GSA contractor guard.
     Retention and disposal: 
       Retained 3 years.
     System manager(s) and address: 
       Treasurer Controller, 811 Vermont Avenue, NW, Washington, DC 
   20571.
     Notification procedure: 
       Administrative Officer, 811 Vermont Avenue, NW, Room 1031, 
   Washington, DC 20571.
     Record access procedures: 
       Same as Notification. A request for information as to whether a 
   Systems of Record contains a record pertaining to an individual and 
   all requests for access to a record from the system shall be in 
   writing with the letter and envelope clearly marked ``Privacy Act 
   Request'' and stating full name and address of individual. For 
   personal visits the individual should be able to provide some 
   acceptable identification, i.e., driver's license, identification 
   card, etc. Individuals desiring to contest or amend information 
   maintained in the system should direct their request to the 
   Notification listed above.
     Contesting record procedures: 
       Same as above.
     Record source categories: 
       Office of Personnel and individual.

   #.. EIB--20

   #....System name: EIB Periodic Step Increase File.

     Security classification: 
       None.
     System location: 
       811Vermont Avenue, NW, Washington, DC 20571.
     Categories of individuals covered by the system: 
       All current GS Eximbank employees who are not in the top step of 
   their grade.
     Categories of records in the system: 
       Contains name, social security number, current GS grade, current 
   step of grade and date of next equivalent increase.
     Authority for maintenance of the system: 
       Eximbank management practices.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Used by Office of Personnel to insure all step increases are 
   given at the correct time. By officials and employees of the Eximbank 
   in the performance of their official duties. By OPM and by officials 
   and employees of other departments and agencies in the performance of 
   their official duties.
       Disclosure may be made to a Congressional Office from the record 
   of an individual in response to an inquiry from the Congressional 
   Office made at the request of that individual.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Cabinet.
     Retrievability: 
       Alphabetical by due dates.
     Safeguards: 
       Locked cabinet and in a building that has a GSA contractor guard.
     Retention and disposal: 
       As long as employee is employed by the Eximbank and is eligible 
   for a Periodic Step Increase.
     System manager(s) and address: 
       Administrative Officer, Office of Personnel, 811 Vermont Avenue, 
   NW, Washington, DC 20571.
     Notification procedure: 
       Administrative Officer, 811 Vermont Avenue, NW, Room 1031, 
   Washington, DC 20571.
     Record access procedures: 
       Same as Notification. A request for information as to whether a 
   Systems of Record contains a record pertaining to an individual and 
   all requests for access to a record from the system shall be in 
   writing with the letter and envelope clearly marked ``Privacy Act 
   Request'' and stating full name and address of individual. For 
   personal visits the individual should be able to provide some 
   acceptable identification, i.e., driver's license, identification 
   card, etc. Individuals desiring to contest or amend information 
   maintained in the system should direct their request to the 
   Notification listed above.
     Record source categories: 
       Based on information in the official personnel file of each 
   Eximbank employee.

   #.. EIB--22

   #....System name: EIB Personnel Security Records.

     Security classification: 
       Secret.
     System location: 
       811 Vermont Avenue, NW, Washington, DC 20571.
     Categories of individuals covered by the system: 
       Eximbank employees, applicants, and consultants.
     Categories of records in the system: 
       Personnel investigations of current employees including actual 
   investigations, summary investigations from other Federal agencies, 
   security forms and correspondence relating to security.
     Authority for maintenance of the system: 
       Executive Order 10450.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Personnel security records are maintained in order to determine 
   the level of clearance Eximbank employees permitted regarding access 
   to classified materials and meetings in accordance with Executive 
   Order 10450. By officials and employees of the Eximbank in the 
   performance of their official duties. By OPM, FBI and by officials 
   and employees of other departments and agencies in the performance of 
   their official duties.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       File folder.
     Retrievability: 
       Alphabetical.
     Safeguards: 
       Combination security locked file cabinet and in a building that 
   has a GSA contractor guard.
     Retention and disposal: 
       Investigative files destroyed:
       1. If applicant declines employment; 2. 2 years after employee's 
   departure, except SF-312 which is retained for 50 years; 3. upon 
   consultant's completion of services.
     System manager(s) and address: 
       Vice President--Administrative and Management Services, 811 
   Vermont Avenue, NW, Washington, DC 20571.
     Notification procedure: 
       Vice President--Administrative and Management Services, 811 
   Vermont Avenue, NW, Room 1031, Washington, DC 20571.
     Record access procedures:
       In accordance with the U.S. Office of Personnel Management's 
   (OPM) Federal Personnel Manual chapter 732, subchapter 7-5, 
   ``Safeguarding and Handling Investigative Files'', persons wanting a 
   copy of their own OPM investigative file maintained by Eximbank, must 
   comply with the following Privacy Act procedure:
       Send a signed letter specifying name, date/place of birth, Social 
   Security number, home address, location of present or former Federal 
   employment, and any other pertinent data to: FOI/P, OPM-FIPC, PO Box 
   618, Boyers, PA 16018-0618.
       For other types of access requests: Same as Notification.
     Record source categories: 
       Investigations received from Federal investigative agencies and 
   correspondence generated by other departments and agencies containing 
   information from employers, references, schools, neighbors, police, 
   credit agencies and other Federal investigative agencies.

   #.. EIB--23

   #....System name: EIB Personnel Roster.

     Security classification: 
       None.
     System location: 
       811 Vermont Avenue, NW, Washington, DC 20571.
     Categories of individuals covered by the system: 
       All present and past Eximbank employees.
     Categories of records in the system: 
       Alphabetical listing of employees by name, home address and 
   telephone number.
     Authority for maintenance of the system: 
       Eximbank management practices.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Used by officials and employees of the Eximbank in the 
   performance of their official duties. By officials and employees of 
   other departments and agencies in the performance of their official 
   duties.
       Disclosure may be made to a Congressional Office from the record 
   of an individual in response to an inquiry from the Congressional 
   Office made at the request of that individual.

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