Home > 1997 Privacy Act Documents > Privacy Act: [ JUSTICE/OJP-001] Equipment Inventory....

Privacy Act: [ JUSTICE/OJP-001] Equipment Inventory....


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[2001 Privacy Act]
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   #.DEPARTMENT OF JUSTICE


                        Office of Justice Programs

   #.. JUSTICE/OJP-001

   #....System name: Equipment Inventory.

     System location: 
       Office of Justice Programs, 633 Indiana Avenue NW, Washington, DC 
   20531.
     Categories of individuals covered by the system: 
       Employees who have filed the following forms in the Office of the 
   Comptroller: Property Sign-out, OJARS Administrative Form 1820/1; 
   Equipment Control Records, OJARS Administrative Form 1820/2.
     Categories of records in the system: 
       Property Sign-out, OJARS Administrative Form 1820/1; Equipment 
   Control Records, OJARS Administrative form 1820/2.
     Authority for maintenance of the system: 
       The system is established and maintained in accordance with 5 
   U.S.C. 301, 1302.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The property data is used for inventory control.
       Release of information to the news media: Information permitted 
   to be released to the news media and the public pursuant to 28 CFR 
   50.2 may be made available from systems of records maintained by the 
   Department of Justice unless it is determined that release of the 
   specific information in the context of a particular case would 
   constitute an unwarranted invasion of personal privacy.
       Release of information to Members of Congress: Information 
   contained in systems of records maintained by the Department of 
   Justice, not otherwise required to be released pursuant to 5 U.S.C. 
   552, may be made available to a Member of Congress or staff acting 
   upon the Member's behalf when the Member or staff requests the 
   information on behalf of and at the request of the individual who is 
   the subject of the record.
       Release of information to the National Archives and Records 
   Administration (NARA) and to the General Services Administration 
   (GSA): A record from a system of records may be disclosed as a 
   routine use to NARA and GSA in records management inspections 
   conducted under the authority of 44 U.S.C. 2904 and 2906.
       Pursuant to subsection (b)(3) of the Privacy Act, the Department 
   of Justice may disclose relevant and necessary information to a 
   former employee of the Department for purposes of: responding to an 
   official inquiry by a federal, state, or local government entity or 
   professional licensing authority, in accordance with applicable 
   Department regulations; or facilitating communications with a former 
   employee that may be necessary for personnel-related or other 
   official purposes where the Department requires information and/or 
   consultation assistance from the former employee regarding a matter 
   within that person's former area of responsibility.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Information maintained in system is stored on index cards.
     Retrievability: 
       Information is retrieved by name of employee and type of 
   equipment.
     Safeguards: 
       Data is maintained in a locked room.
     Retention and disposal: 
       Documents relating to equipment control are closed when employee 
   leaves agency. Records are destroyed three years thereafter. 
   Operating files are destroyed when an individual resigns, transfers, 
   or is separated from Federal service.
     System manager(s) and address: 
       Comptroller, Office of the Comptroller, Office of Justice 
   Programs, 633 Indiana Avenue NW, Washington, DC 20531.
     Notification procedure: 
       Same as the above.
     Record access procedures: 
       A request for access to a record from the system shall be in 
   writing, with the envelope and letter clearly marked ``Privacy Access 
   Request.'' Access requests will be directed to the System Manager 
   listed above.
     Contesting record procedures: 
       Individuals desiring to contest or amend information maintained 
   in the system should direct their request to the System Manager 
   listed above, stating clearly and concisely what information is being 
   contested, the reasons for contesting it, and the proposed amendment 
   to the information sought.
     Record source categories: 
       Individual to whom record pertains, employee's supervisors.
     Systems exempted from certain provisions of the act: 
       None.

   #..JUSTICE/OJP-002

   #....System name: Law Enforcement Education System.

     System location: Law Enforcement Assistance Administration, 633 
   Indiana Avenue NW, Washington, DC 20531.
     Categories of individuals covered by the system: Recipients of LEAA 
   Law Enforcement Education Loans and Grants.
     Categories of records in the system: LEEP Master Computer File; 
   LEEP Promissory Note File; LEEA Form 03.
     Authority for maintenance of the system: The system is established 
   and maintained pursuant to 42 U.S.C. 3775
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: To contractors for 
   categories and statistical analysis, educational institutions for 
   record reconcillation, IRS and references listed on application for 
   address verification, references in bankruptcy for claim action, 
   State and local agencies to verify eligibility.
       Release of information to the news media: Information permitted 
   to be released to the news media and the public pursuant to 28 CFR 
   50.2 may be made available from systems of records maintained by the 
   Department of Justice unless it is determined that release of the 
   specific information in the context of a particular case would 
   consitute an unwarranted invasion of personal privacy.
       Release of information to Members of Congress, Information 
   contained in systems of records maintained by the Department of 
   Justice not otherwise required to be released pursuant to 5 U.S.C. 
   552, may be made available to a Member of Congress or staff acting 
   upon the Member's behalf when the Members or staff requests the 
   information on behalf of and at the requests of the individual who is 
   the subject of the record.
       Release of information to the National Archives and Records 
   Administration: A record from a system of records may be disclosed as 
   a routine use to the National Archives and Records Administration 
   (NARA) in records management inspections conducted under the 
   authority of 44 U.S.C. 2904 and 2906.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Information maintained in the system is stored on computer 
   magnetic tape and folders.
     Retrievability: Information is retrievable by name of recipient and 
   social security number.
     Safeguards: Computerized information is safeguarded and protected 
   by computer password key and limited access. Noncomputerized data is 
   safeguard in file room which is locked after business hours. Access 
   is limited to LEAA authorized personnel.
     Retention and disposal: Computerized records are kept indefinitely. 
   Uncollected loans/grants are transferred to GAO as soon as determined 
   uncollectable. Cancelled or repaid loan/grants are closed at end of 
   fiscal year, held three years, sent to Federal Records Center and 
   destroyed in accordance with instructions from GAO.
     System manager(s) and address: Comptroller, Office of Justice 
   Assistance Research, and Statistics; 633 Indiana Avenue NW, 
   Washington, DC.
     Notification procedure: Same as above.
     Record access procedures: A request for access to a record from 
   this system shall be made in writing, with the envelope and the 
   letter clearly marked ``Privacy Access Request.'' Include in the 
   request the name and personal identifer number. Access requests will 
   be directed to the System Manager listed above.
     Contesting record procedures: Individuals desiring to contest or 
   amend information maintained in the system should direct their 
   request to System Manager listed above, stating clearly and concisely 
   what information is being contested, the reasons for contesting it, 
   and the proposed amendment to the information sought.
     Record source categories: Sources of information are the recipients 
   of loans/grants and their educational institutions.
     Systems exempted from certain provisions of the act: None.

   #.. JUSTICE/OJP-004

   #....System name: Grants Management Information System (PROFILE).

     System location: 
       Office of Justice Programs, 633 Indiana Avenue, NW, Washington, 
   DC 20531
     Categories of individuals covered by the system: 
       Included are recipients (grantees) of OJP funds. These include 
   grantees of the National Institute of Justice, the Bureau of Justice 
   Statistics, the Bureau of Justice Assistance, the Office of Juvenile 
   Justice and Delinquency Prevention, the Office of Victims of Crime, 
   and the now defunct Office of Justice Assistance, Research, and 
   Statistics, and the Law Enforcement Assistance Administration. Also 
   included are project monitors and project directors of these grants.
     Categories of records in the system: 
       Grantee and Project Audit File, Financial and Programmatic 
   Compliance Records of the Grantee, Grant Applications, and Grant/
   Contract Award Computer Data File.
     Authority for maintenance of the system: 
       The system is established and maintained in accordance with 
   U.S.C. 301, 44 U.S.C. 3101, and 31 U.S.C. 3512.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Records from this system of records may be disclosed for the 
   purpose of technical review and fiscal or program evaluation to 
   experts in particular subject areas related to the substantive or 
   fiscal components of the program.
       Release of Information in an Adjudicative Proceeding:
       It shall be a routine use of records within this system or any 
   facts derived therefrom, to disseminate them in a proceeding before a 
   court or adjudicative body before which the OJP is authorized to 
   appear, when
       i. The OJP, or any subdivision thereof, or
       ii. Any employee of the OJP in his or her official capacity, or
       iii. Any employee of the OJP in his or her individual capacity, 
   where the Department of Justice has agreed to represent the employee, 
   or
       iv. The United States, where the OJP determines that the 
   litigation is likely to affect it or any of its subdivisions, is a 
   party to litigation or has an interest in litigation and such records 
   are determined by the OJP to be arguably relevant to the litigation.
       Release of Information to the News Media:
       Information permitted to be released to the news media and the 
   public pursuant to 28 CFR 50.2 may be made available from systems of 
   records maintained by the Department of Justice unless it is 
   determined that release of the specific information in the context of 
   a particular case would constitute an unwarranted invasion of 
   personal privacy.
       Release of Information to Members of Congress:
       Information contained in systems of records maintained by the 
   Department of Justice not otherwise required to be released pursuant 
   to 5 U.S.C. 522, may be disclosed as a routine use to a member of 
   Congress or staff acting upon the member's behalf when the member or 
   staff requests the information on behalf of and at the request of the 
   individuals who are the subject of the record.
       Release of information to the National Archives and Records 
   Administration (NARA) and to the General Services Administration 
   (GSA). A record from a system of records may be disclosed as a 
   routine use to NARA and GSA in records management inspections 
   conducted under the authority of 44 U.S.C. 2904 and 2906.
       Pursuant to subsection (b)(3) of the Privacy Act, the Department 
   of Justice may disclose relevant and necessary information to a 
   former employee of the Department for purposes of: responding to an 
   official inquiry by a federal, state, or local government entity or 
   professional licensing authority, in accordance with applicable 
   Department regulations; or facilitating communications with a former 
   employee that may be necessary for personnel-related or other 
   official purposes where the Department requires information and/or 
   consultation assistance from the former employee regarding a matter 
   within that person's former area of responsibility.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Information maintained in the system is stored on computer disc 
   for use in a computer environment.
     Retrievability: 
       Data is retrievable by name of individual covered by the system.
     Safeguards: 
       Information in the system is safeguarded and protected by 
   computer password key. Direct access is limited to computer 
   personnel.
     Retention and disposal: 
       Data is maintained for current fiscal year and previous fiscal 
   years in master file. Data is not destroyed, but maintained for 
   historical purposes.
     System manager(s) and address: 
       Comptroller, Office of Justice Programs, 633 Indiana Avenue, NW, 
   Washington, DC 20531.
     Notification procedure: 
       Same as above.
     Record access procedures: 
       A request for access to a record from this system shall be made 
   in writing with the envelope and letter clearly marked ``Privacy 
   Access Request.'' Include in the request the name and grant/contract 
   number. Access requests will be directed to the System Manager listed 
   above.
     Contesting record procedures: 
       Individuals desiring to contest or amend information maintained 
   in the system should direct their requests to the System Manager 
   listed above, stating clearly and concisely what information is being 
   contested, the reasons for contesting it and the proposed amendment 
   to the information sought.
     Record source categories: 
       Sources of information contained in the system are grantees, 
   applicants for award, and OJP project monitors.
     Systems exempted from certain provisions of the act: 
       None.

   #.. JUSTICE/OJP-005

   #....System name: Financial Management System.

     System location: 
       Office of Justice Program (OJP), 633 Indiana Avenue, NW, 
   Washington, DC 20531.
     Categories of individuals covered by the system: 
       Recipients of OJP, OJARS, LEAA, NIL, BIS, and OJJDP funds; 
   Employees.
       This system contains information concerning (a) current and past 
   recipients of OJP funds, including those from the National Institute 
   of Justice, the Bureau of Justice Assistance, the Bureau of Justice 
   Statistics, the Office of Juvenile Justice and Delinquency 
   Prevention, the Office for Victims of Crime, and the now defunct 
   Office of Justice Assistance, Research and Statistics, and Law 
   Enforcement Assistance Administration; (b) OJP employees; and (c) all 
   individuals on whom vouchers are submitted requesting payment for 
   goods or services rendered (except payroll vouchers for Department of 
   Justice employees), including vendors, contractors, travelers, and 
   employees.
     Categories of records in the system: 
       Employee Travel Files; Time and Attendance Files: Government 
   Travel System and Government Charge Cards; Government Transportation 
   Request; Paid Vendor Documents File, all vouchers processed, i.e., 
   all documents required to reserve, obligate, process and effect 

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