Home > 1995 Privacy Act Documents > Privacy Act: [ FEMA/REG-1] State and local Civil Preparedness Instructional Program (SLCPIP)....

Privacy Act: [ FEMA/REG-1] State and local Civil Preparedness Instructional Program (SLCPIP)....


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[2001 Privacy Act]
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   #.FEDERAL EMERGENCY MANAGEMENT AGENCY


   #..Table of Contents

   FEMA/ADM-1, Office Files.
   FEMA/ADM-2, Office Services File System.
   FEMA/ADM-3, Federal Advisory and Other Committee Files.
   FEMA/CGC-1, Cerro Grande Fire Assistance Claim Files.
   FEMA/EX-1, Biographies.
   FEMA/EX-2, President's and Director's Award Nominees.
   FEMA/FIA-1, Federal Crime Insurance Program.
   FEMA/FIA-2, National Flood Insurance Application and Related 
            Documents Files.
   FEMA/GC-1, Claim (litigation).
   FEMA/GOVT-1, National Defense Executive Reserve System.
   FEMA/IG-1, General Investigative Files.
   FEMA/MIT-7, Flood Map Customer Records
   FEMA/NETC-1, Student Application and Registration Records
   FEMA/NETC-2, Emergency Management Training Program Home Study Courses
   FEMA/NETC-3, Records of Alleged Misconduct of Students Attending 
            Training Courses at the National Emergency Training Center.
   FEMA/NETC-4, Associate Faculty Tracking System.
   FEMA/NP-1, Emergency Assignment System.
   FEMA/NP-2, Key Personnel Central Locator List.
   FEMA/OC-1, Travel and Transportation Accounting.
   FEMA/OC-2, Debt Collection Files.
   FEMA/OT-4, Associate Faculty Tracking System.
   FEMA/PER-1, Grievance Records.
   FEMA/PER-2, Equal Employment Opportunity Complaints of Discrimination 
            Files.
   FEMA/PER-3, Payroll and Leave Accounting.
   FEMA/REG-1, State and Local Civil Preparedness Instructional Program 
            (SLCPIP).
   FEMA/REG-2, Disaster Recovery Assistance Files.
   FEMA/SEC-1, Security Support System.
   FEMA/SLPS-1, Application for Enrollment in Architectural Engineering 
            Professional Development Program.
   FEMA/SLPS-2, Military Reserve Program.
   FEMA/SLPS-3, Radioactive Materials Inventory.
   FEMA/SLPS-4, Maintenance and Calibration.
   FEMA/SLPS-5, Radiation Exposure and Radioactive Materials; Radiation 
            Committee Records.
   FEMA/SLPS-6, Temporary and Permanent Personal and Real Property 
            Acquisitions and Relocation Files.

   #.. FEMA/ADM-1

   #....System name: Office Files.

     Security classification: 
       Unclassified.
     System location: 
       A central file for correspondence through August 31, 1990, is 
   maintained by the Office of Administrative Support, Federal Emergency 
   Management Agency, Washington, DC 20472. After August 31, 1990, the 
   individual program and staff offices at headquarters will maintain 
   their own official records. Files are also maintained by the National 
   Emergency Training Center and all Regional offices. Addresses for the 
   Regional Offices are listed in Appendix AA.
     Categories of individuals covered by the system: 
       Individuals, including Congress, from whom an inquiry or request 
   is received and from whom a reply is addressed. Transmittals for 
   publications, etc., are not retained.
     Categories of records in the system: 
       Correspondence applicable to the internal administration of the 
   Agency; e.g., accounting, correspondence pertinent to the personnel 
   program, budget, procurement, administrative services, etc., 
   congressional correspondence, public affairs activities, 
   correspondence concerning regional activities, equal opportunity, 
   program analysis and evaluation, operations support (communications 
   and computer services, operations center activities), Federal 
   Insurance Administration, U.S. Fire Administration, training and 
   education activities, activities concerning nationwide plans and 
   preparedness for peacetime and wartime emergencies, hazard 
   mitigation, research program relative to Agency missions, Federal 
   disaster assistance program activities.
     Authority for maintenance of the system: 
       5 U.S.C. 301; 44 U.S.C. 3101; 50 U.S.C. App. 2253; E.O. 12127; 
   E.O. 12148; and Reorganization Plan No. 3.
   Purpose(s): 
       For the purpose of maintaining a record and background material 
   concerning inquiries made to FEMA and FEMA responses.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Routine uses may include any of the uses listed in Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records are maintained in file folders.
     Retrievability: 
       Alphabetically by inquirer's name, except that responses to 
   Congressional inquiries are filed separately.
     Safeguards: 
       Paper records are maintained in locked containers and/or room. 
   All records are maintained in areas that are secured by building 
   guards during non-business hours. Records are retained in areas 
   accessible only to authorized personnel who are properly screened, 
   cleared and trained.
     Retention and disposal: 
       Records are covered by General Records Schedule 23 and FEMA 
   Schedule N1-311-86-1, 1-G-1. Office administrative files are 
   destroyed when 2 years old or when no longer needed, whichever is 
   sooner. Records containing substantive information relating to the 
   official activities of high level officials are considered permanent 
   and will be offered to the National Archives.
     System manager(s) and address: 
       A central files for correspondence through August 31, 1990, is 
   maintained by the Office of Administrative Support, Federal Emergency 
   Management Agency, Washington, DC 20472. After August 31, 1990, the 
   individual program and staff offices at Headquarters may maintain 
   their own official records. After August 31, 1990, requests for 
   Headquarters and National Emergency Training Center records may be 
   addressed to the FOIA/Privacy Specialist, Federal Emergency 
   Management Agency, Washington, DC 20472. Addresses for the Regional 
   Offices are listed in Appendix AA.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 
   manager identified above. Written requests should be clearly marked 
   ``Privacy Act Request'' on the envelope and letter. Requests should 
   include full name of the individual, some type of appropriate 
   personal identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   organization's identification card, or other identification card.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information is being contested, the 
   reasons for contesting it, and the proposed amendment to the 
   information sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
     Record source categories: 
       All records in the system consist of FEMA generated records 
   according to a request or inquiry from the individual.
     Systems exempted from certain provisions of the act: 
       None.

   #.. FEMA/ADM-2

   #....System name: Office Services File System.

     Security classification: 
       Unclassified.
     System location: 
       Office of Administrative Support, Federal Emergency Management 
   Agency, Washington, DC 20472; National Emergency Training Center and 
   all Regional offices. Addresses for the Regional Offices are listed 
   in Appendix AA.
     Categories of individuals covered by the system: 
       All employees of FEMA, headquarters and field, including full 
   time permanent, part time, temporary and consultants.
     Categories of records in the system: 
       FEMA Form 61-14, Motor Vehicle Usage Records; Standard Form 91, 
   accident report file; memoranda regarding car pools and parking 
   pools; and telephone directories which contain no personal 
   information but serve as a means of locating individuals during 
   business hours. Authority for maintenance of the system: 5 U.S.C. 
   301; 50 U.S.C. App. 2253; 50 U.S.C. App. 2253; E.O. 12127; E.O. 
   12148; and Reorganization Plan No. 3.
   Purpose(s): 
       For the in-house use of identifying FEMA employees authorized to 
   operate Government vehicles; to record individuals and vehicles 
   involved in accidents involving FEMA-owned or leased vehicles; to 
   maintain a record of FEMA employees authorized official parking 
   spaces; and to maintain telephone directories which contain no 
   personal information but serve as a means of locating individuals 
   during business hours.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Routine uses may include any of the uses listed in Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records are maintained in file folders.
     Retrievability: 
       By last name of employee or organizational element.
     Safeguards: 
       Paper records are maintained in locked containers and/or room. 
   All records are maintained in areas that are secured by building 
   guards during non-business hours. Records are retained in areas 
   accessible only to authorized personnel who are properly screened, 
   cleared and trained.
     Retention and disposal: 
       Telephone directories become obsolete when updated records are 
   prepared. Obsolete records and directories are destroyed. Motor 
   vehicle records are covered by General Records Schedule 10. Motor 
   Vehicle Operating and Maintenance files are destroyed when 3 months 
   old. Motor Vehicle Accidents files are destroyed 6 years after case 
   is closed. Disposition of other correspondence not covered in this 
   section shall be destroyed when 2 years old or in accordance with 
   General Records Schedule 23.
     System manager(s) and address: 
       Director, Office of Administrative Support, Federal Emergency 
   Management Agency, Washington, DC 20472; all Regional Directors of 
   FEMA, addresses are listed in Appendix AA.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 
   manager identified above. Written requests should be clearly marked 
   ``Privacy Act Request'' on the envelope and letter. Requests should 
   include full name of the individual, some type of appropriate 
   personal identification, and current address.
       For personal visits, the individuals should be able to provide 
   some acceptable identification, that is, driver's license, employing 
   organization's identification card, or other identification card.
     Record access procedures: 
       Same as Notification procedures above.
     Contesting record procedures: 
       Same as Notification procedures above. The letter should state 
   clearly and concisely what information is being contested the reasons 
   for contesting it, and the proposed amendment to the information 
   sought.
       FEMA Privacy Act Regulations are promulgated in 44 CFR part 6.
      Record source categories:
       All records are FEMA generated records based on data submitted by 
   the employee.
     Systems exempted from certain provisions of the act: 
       None.

   #.. FEMA/ADM-3

   #....System name: Federal Advisory and Other Committee Files.

     Security classification: 
       Unclassified.
     System location: 
       Office of Administrative Support, Federal Emergency Management 
   Agency, Washington, DC 20472; National Emergency Training Center, 
   Federal Emergency Management Agency, 16825 South Seton Avenue, 
   Emmitsburg, Maryland 21727; and all Regional offices. Addresses for 
   the Regional Offices are listed in Appendix AA.
     Categories of individuals covered by the system: 
       Federal government employees on FEMA internal committees and on 
   interagency committees; architects and engineers and other persons 
   who are appointed to the FEMA sponsored Federal advisory committees.
     Categories of records in the system: 
       Government employees--name, office address and name of employing 
   agency; Nongovernment employees--biographical material including name 
   of employer, title, address, legal voting residence, place and date 
   of birth, marital status, military service, education, registration 
   in professional societies work experience, record of performance, 
   publications authored, membership on other boards or committees, 
   professional awards, and other information which can be used to 
   determine fitness of individual to sit on the committee, such as 
   description of private associations.
     Authority for maintenance of the system: 
       Pub. L. 92-463, Federal Advisory Committee Act, E.O. 12024, E.O. 
   12127 of March 31, 1979, E.O. 12148 of July 20, 1979, and 
   Reorganization Plan No. 3 of 1978.
   Purpose(s): 
       For the purpose of maintaining a list of members of the various 
   Federal advisory committees, FEMA internal committees, and 
   interagency committees in order to provide them with information on 
   committee functions, meeting dates, agendas, and other purposes for 
   managing the committee activities. To ensure that FEMA participation 
   in private, nongovernmental associations, societies, etc., is limited 
   only to the extent of FEMA interest therein; to assure preparation 
   and submittal of certain input information that is needed for the 
   reports required by laws and issuance cited above; and to provide a 
   tool with which top management can assure that the terms of the 
   regulations regarding the creation and use of committees are being 
   complied with.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Routine uses may include any of the uses listed in Appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records are maintained in file folders.
     Retrievability: 
       By name of the committee, society, or association; alphabetically 
   by name of individual Federal advisory committee member.
     Safeguards: 
       Paper records are maintained in locked containers and/or room. 
   All records are maintained in areas that are secured by building 
   guards during non-business hours. Records are retained in areas 
   accessible only to authorized personnel who are properly screened, 
   cleaned and trained.
     Retention and disposal: 
       Minutes of Federal advisory committee meetings and committee 
   member files are covered by FEMA Schedule N1-311-86-1, 5-A and are 
   permanent. Administrative files are maintained for 10 years.
     System manager(s) and address: 
       Director, Office of Administrative Support Federal Emergency 
   Management Agency, Washington, DC 20472; all Regional Directors of 
   FEMA, addresses are listed in Appendix AA.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about themselves should contact the system 

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