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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     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       File folder.
     Retrievability: 
       Alphabetical.
     Safeguards: 
       Locked cabinet and in a building that has a GSA contractor guard.
     Retention and disposal: 
       Each calendar year.
     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 individuals 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: 
       Employee official personnel file and individual.

   #.. EIB--24

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

     Security classification: 
       None.
     System location: 
       811 Vermont Avenue, NW, Washington, DC 20571.
     Categories of individuals covered by the system: 
       Present Eximbank employees, applicants and terminated or 
   transferred employees.
     Categories of records in the system: 
       Letters of transmittal to OPM requesting investigation and 
   memorandum to office and/or division heads regarding clearances.
     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: 
       By officials and employees of the Eximbank in the performance of 
   their official duties 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: 
       File folder.
     Retrievability: 
       Kept chronologically in employee's security folder.
     Safeguards: 
       Combination locked security cabinet and in a building that has a 
   GSA contractor guard.
     Retention and disposal: 
       2 years after employee separates from the Bank, destroyed by 
   burning.
     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--25

   #....System name: EIB Computerized Payroll/Personnel Systems.

     Security classification: 
       None.
     System location: 
       811 Vermont Avenue, NW, Washington, DC 20571.
     Categories of individuals covered by the system: 
       All Eximbank employees since 1970.
     Categories of records in the system: 
       Extensive current and historical payroll and personnel data.
     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: 
       By officials and employees of the Eximbank in the performance of 
   their official duties. By OMB, GAO, 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.
       Access is limited to authorized recipients of computer generated 
   reports and computer personnel.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:
     Storage: 
       Magnetic media.
     Retrievability: 
       By any element maintained on the file.
     Safeguards: 
       The cabinets in area accessible only to authorized personnel and 
   in a building that has a GSA contractor guard.
     Retention and disposal: 
       Maintained for historical data.
     System manager(s) and address: 
       Vice President, Information Management Division, 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: 
       Various payroll records.

   #.. EIB--26

   #....System name: EIB Retirement Record Cards.

     Security classification: 
       None.
     System location: 
       811 Vermont Avenue, NW, Washington, DC 20571.
     Categories of individuals covered by the system: 
       Record maintained on every Eximbank employee paid by the computer 
   system.
     Categories of records in the system: 
       Name, date of birth, social security number and pay rates during 
   employment by the Eximbank. Primary record is cumulative retirement 
   deductions.
     Authority for maintenance of the system: 
       OPM requirement of all Federal agencies.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:
       Updated for each salary change and yearly total of retirement 
   deductions: Original sent to OPM when employees leave Eximbank. By 
   officials and employees of the Eximbank in the performance of their 
   official duties and by OPM and 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: 
       Steel file cabinet.
     Retrievability: 
       Alphabetical.
     Safeguards: 
       Steel file cabinet with combination lock and in a building that 
   has a GSA contractor guard.
     Retention and disposal: 
       Retained until the employee leaves the Eximbank either by 
   transfer to another agency, retirement or resignation.
     System manager(s) and address: 
       Treasurer Controller, Payroll Unit, 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 individuals 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: 
       SF-50 and payroll computer printout.

   #.. EIB--27

   #....System name: EIB Savings Bond Authorization.

     Security classification: 
       None.
     System location: 
       811 Vermont Avenue, NW, Washington, DC 20571.
     Categories of individuals covered by the system: 
       Employees of Eximbank who have signed up to purchase bonds.
     Categories of records in the system: 
       Application for the purchase of savings bonds.
     Authority for maintenance of the system: 
       Treasury Dept., Bureau of Accounts.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       For ordering bonds, changing inscription, allotment and 
   beneficiary. Used by officials and employees of the Eximbank in the 
   performance of their official duties. By Treasury, IRS, OPM, GAO, 
   Controller General and 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: 
       File cabinet.
     Retrievability: 
       Alphabetical.
     Safeguards: 
       Steel file cabinet and in a building that has a GSA contractor 
   guard.
     Retention and disposal: 
       Maintained 1 year after termination.
     System manager(s) and address: 
       Treasurer Controller, Payroll Unit, 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: 
       Employee complete SF-1192.

   #.. EIB--28

   #....System name: EIB Savings Bond File.

     Security classification: 
       None.
     System location: 
       811 Vermont Avenue, NW, Washington, DC 20571.
     Categories of individuals covered by the system: 
       Eximbank present and past employees.
     Categories of records in the system: 
       Employee name, amount of bond and bond serial 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 as a check list to distribute bonds to employees. By 
   officials and employees of the Eximbank in the performance of their 
   official duties. By IRS, Treasury, GAO, Comptroller General and 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: 
       File folder.
     Retrievability: 
       By pay period.
     Safeguards: 
       File cabinet and in a building that has a GSA contractor guard.
     Retention and disposal: 
       3 years and destroyed.
     System manager(s) and address: 
       Treasurer Controller, Cash Control Unit, 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 

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