Privacy Act: [ JUSTICE/PRC-001] Docket, Scheduling and Control....

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[2001 Privacy Act]
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   #.DEPARTMENT OF JUSTICE


                            Parole Commission

   #.. JUSTICE/PRC-001

   #....System name: Docket, Scheduling and Control.

     System location: 
       Records are maintained at each of the Regional Offices for 
   inmates incarcerated in and persons under supervision in each region, 
   except for the National Appeals Board docket maintained in 
   Washington. Duplicates of regional materials are maintained in 
   Washington. All requests for records should be made to the 
   appropriate regional office or Headquarters at the following 
   addresses: United States Parole Commission, 2nd and Chestnut Sts. 
   Customs House--7th Floor, Philadelphia, PA 19106, United States 
   Parole Commission, 1718 Peachtree St., NW, Suite 250, Atlanta, GA 
   30309, United States Parole Commission, 5550 Friendship Blvd., Chevy 
   Chase Md. 20815, ATTN: National Appeals Board, United States Parole 
   Commission, Air World Center Suite 220, 10920 Ambassador Dr., Kansas 
   City, Mo. 64153. United States Parole Commission, 525 Griffin St., 
   Suite 820 Dallas, Tex. 75202. United States Parole Commission, 1301 
   Shoreway Road Fourth Floor, Belmont, CA 94002
     Categories of individuals covered by the system: 
       Current and former inmates under the custody of the Attorney 
   General who are to be scheduled for hearings under Commission 
   procedures. Former inmates includes those presently under supervision 
   as parolees or mandatory releasees and those against whom a 
   revocation warrant has been issued.
     Categories of records in the system: 
       (a) Docket sheets--Each region and the National Appeals Board in 
   Washington maintains a cumulative series of docket sheets in time 
   sequence showing Commission action. Principal data elements are name 
   and register number of inmate, offense, sentence, and previous and 
   present Action. The appeal docket includes the data and type of 
   appeal in addition to much of the above data. These provide a 
   continual running record of the basic data elements per inmate and 
   former inmate. Docket sheets are used to input this information into 
   a computer program which produces printouts of identical information 
   and certain statistical reports. (b) Hearing schedules--Shortly after 
   inmates are incarcerated, their names appear on an eligibility list 
   prepared by the Bureau of Prisons, for initial parole hearings. 
   Following the hearing, the Commission may order that the inmate be 
   denied parole, granted a presumptive parole date, granted an 
   effective (within six months) parole date or continued to a 15 year 
   reconsideration hearing. Other types of hearings and reviews are 
   provided for in the Code of Federal Regulations as part of parole, 
   rescission or revocation procedures. All of the different types of 
   hearings and reviews are placed on schedules for examiners to process 
   when they visit the various institutions or hold ``local'' hearings. 
   The data elements are similar to those on the docket but indicate the 
   number and type of hearing or review to be held instead of the 
   result.
     Authority for maintenance of the system: 
       18 U.S.C. 4201-4218, 5005-5041, 28 CFR part 0, subpart V, and 28 
   CFR part 2.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (a) The dockets provide the basis of answering basic inquiries, 
   mostly from within the Parole Commission, as to when a hearing came 
   up for an individual and what action was taken. The schedules 
   indicate to examiners and prison staff the specific hearings and 
   reviews to be prepared for and held.
       (b) In the event that material in this system indicates a 
   violation or potential violation of law, whether civil, criminal or 
   regulatory in nature, and whether arising by general statute, or by 
   regulation, rule or order issued pursuant thereto, the relevant 
   records may be referred to the appropriate agency, whether Federal, 
   State, local or foreign, charged with responsibility of investigating 
   or prosecuting such violation or charged with enforcing or 
   implementing the statute, or rule, regulation or order issued 
   pursuant thereto.
       (c) A record from this system of records may be disclosed to a 
   Federal, State or local agency maintaining civil, criminal or other 
   relevant information if necessary to obtain information relevant to 
   an agency decision concerning parole matters.
       (d) A record from this system may be disclosed to a Federal 
   agency, in response to its request, in connection with the hiring or 
   retention of an employee, the issuance of a security clearance, the 
   reporting of an investigation of an employee, the letting of a 
   contract, or the issuance of a 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.
       (e) Internal users--Employees of the Department of Justice who 
   have a need to know the information in the performance of their 
   duties.
       (f) External users--As noted above, on occasion employees of 
   Federal, State and local enforcement, correctional, prosecutive, or 
   other agencies, and courts may have access to this information.
       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 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 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 in response to a communication from 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 may be disclosed as a routine use to the 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 stored in the system is on sheets of paper, one item 
   per line, stored in folders or binders. An experimental program to 
   store such data on tape disk, or microfiche using ADP technology, and 
   to prepare certain computer printouts is in effect in all regions. 
   Data also may be stored on paper printouts through file retention.
     Retrievability: 
       Name, register number, date, institution Commission action, and 
   statistical data as to such actions.
     Safeguards: 
       Copies of dockets, printouts and schedules are not disseminated 
   outside of Commission offices and Bureau of Prisons installations. 
   They are available only to Commission and bureau employees on a 
   ``need to know'' basis. Information therefrom may be given outside 
   the Department as indicated in the ``Routine Uses.'' If so, a letter 
   will be written covering the item disclosed, date and identity of the 
   recipient. If information must be given over the phone due to 
   urgency, the caller will be identified beforehand and details of the 
   call recorded.
     Retention and disposal: 
       Records in this system are kept for five (5) years after the 
   effective date of the schedule or date of the last item recorded on 
   the docket. They are then shredded and electronically stored records 
   are erased.
     System manager(s) and address: 
       Director, Research and Program Development, United States Parole 
   Commission, 5550 Friendship Blvd., Chevy Chase, MD 20815.
     Notification procedure: 
       Address inquiries to Regional Commissioner at appropriate 
   location. For general inquiries, address system manager. The Attorney 
   General has exempted this system from compliance with the provisions 
   of subsection (d), under the provisions of subsection (j).
     Record source categories: 
       (1) Bureau of Prisons files; (2) Parole Commission and Bureau of 
   Prison's employees; (3) Court Records; (4) Parole Commission inmate 
   files.
     Systems exempted from certain provisions of the act: 
       The Attorney General has exempted this system from subsections 
   (c)(3) and (4), (d), (e)(2) and (3), (e)(4)(G) and (H), (e)(8), (f) 
   and (g) of the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). Rules 
   have been promulgated in accordance with the requirements of 5 U.S.C. 
   553(b), (c) and (e) and have been published in the Federal Register.

   #.. JUSTICE/PRC-003

   #....System name: Inmate and Supervision Files.

     System location: 
       Records are maintained at each of the U.S. Parole Commission's 
   (USPC) Regional Offices for inmates incarcerated in and persons under 
   supervision in each region. Records are housed temporarily at the 
   Commission's Headquarters Office located at 5550 Friendship Blvd., 
   Chevy Chase, MD 20815 when used by the National Appeals Board or 
   other Headquarters personnel. A duplicate records of certain data 
   elements from files is maintained on microfiche for Headquarters use. 
   Prior to the first parole hearing, the inmate's file is maintained at 
   the institution at which he is incarcerated. Certain records on 
   parolees and mandatory releases are maintained at probation offices. 
   All requests for records should be made to the appropriate regional 
   office at the following addresses: U.S. Parole Commission, Customs 
   House Seventh Floor, Second and Chestnut Streets, Philadelphia, Pa. 
   19106. U.S. Parole Commission, 1718 Peachtree St. NW, Suite 250, 
   Atlanta, GA 30309. U.S. Parole Commission, Air World Center, Suite 
   220, 10920 Ambassador Drive, Kansas City, Mo. 64153. U.S. Parole 
   Commission, 525 Griffin St., Suite 820, Dallas, Tex. 75202, U.S. 
   Parole Commission, 1301 Shoreway Road, 4th Floor, Belmont, CA 94002.
     Categories of individuals covered by the system: 
       Current and former inmates under the custody of the Attorney 
   General. Former inmates include those presently under supervision as 
   parolees or mandatory releasees.
     Categories of records in the system: 
       1. Compulation of sentence and supportive documentation.
       2. Correspondence concerning pending charges, and wanted status, 
   including warrants.
       3. Requests from other Federal and non-Federal law enforcement 
   agencies for notification prior to release.
       4. Records of the allowance forfeiture, withholding and 
   restoration of good time.
       5. Information concerning present offense, prior criminal 
   background sentence, and parole from the U.S. Attorneys, the Federal 
   Courts, and Federal prosecuting agencies.
       6. Identification data.
       7. Order of designation of institution or original commitment.
       8. Records and reports of work and housing assignments.
       9. Program selection assignments and performance adjustments/
   progress reports.
       10. Conduct records.
       11. Social background.
       12. Educational data.
       13. Physical and mental health data.
       14. Parole Commission applications, appeal documentation, orders 
   actions, examiner's summaries, transcripts or tapes of hearings, 
   guideline evaluation documents, parole or mandatory release 
   certificates, statements or third parties for or against parole, 
   special reports on youthful offenders and adults required by statute 
   and related documents.
       15. Correspondence regarding release planning, adjustment and 
   violations.
       16. Transfer orders.
       17. Mail and visit records.
       18. Personal property records.
       19. Safety reports and rules.
       20. Release processing forms and certificates.
       21. Interviews requests forms from inmates.
       22. General correspondence.
       23. Copies of inmate court petitions and other court documents.
       24. Report of probation officers. Commission correspondence with 
   former inmates and others, and Commission order and memoranda dealing 
   with supervision and conditions of parole or mandatory release.
       25. If an alleged parole violation exists, correspondence 
   requesting a revocation warrant, warrant application, warrant, 
   instructions as to service, detainers and related documents.
     Authority for maintenance of the system: 
       18 U.S.C. 4201-4218, 5005-5041, 28 CFR part 0, subpart V, and 28 
   CFR part 2.
   Purpose(s): 
       The system constitutes the agency's records upon which it bases 
   all its decisions with respect to every stage of parole consideration 
   from initial hearing to termination of parole supervision. For 
   example, it is used by USPC hearing examiners to perform a prehearing 
   review and to conduct the inmate's initial parole hearing. After that 
   hearing, it is maintained in the appropriate regional office where it 
   provides the principal information source for all decisions leading 
   to parole or denial of parole, and all decisions following release to 
   supervision. It is used at USPC headquarters when appeals come before 
   the National Appeals Board or when needed by legal counsel and others 
   on the headquarters staff. It is used by employees at all levels, 
   including USPC members, to provide information for decisionmaking in 
   every area of USPC responsibility. Files of released inmates are used 
   to make statistical studies of subjects related to parole and 
   revocation. Finally, the file is maintained to provide the rationale 
   of USPC actions when an agency determination is questioned by members 
   of the public or challenged in judicial proceedings.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (a) The system may be used as a source for disclosure of 
   information which is solely a matter of public record and which is 
   traditionally released by the agency to further public understanding 
   of its criminal justice system, including but not limited to offense, 
   sentence data, and prospective release date.
       (b) The system may be used to provide an informational source for 
   responding to inquiries from Federal inmates, their families, 
   representatives, and Congressional offices.
       (c) Record from the system of records may be routinely disclosed 
   to U.S. Probation Officers for the performance of their official 
   duties.
       (d) In the event that the USPC is informed of a violation or 
   suspected violation of law whether civil, criminal or regulatory in 
   nature, and whether arising by general statute, or by regulation, 
   rule or order issued pursuant thereto, the relevant records may be 
   disclosed 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, or rule, regulation or order, issued pursuant thereto.
       (e) Records from this system may be disclosed to a Federal, State 
   or local agency or court if that agency or court requests information 
   for an official purpose to which the documents appear to be relevant.
       (f) A record from this system may be disclosed to a person or to 
   persons who may be exposed to harm through contact with a particular 
   parolee or mandatory releasee (or to persons in a position to prevent 
   or minimize such harm), if it is deemed to be necessary to give 
   notice that such danger exists.
       (g) Lists of names of parolees and mandatory releasees entering a 
   jurisdiction and related information may be disclosed to law 
   enforcement agencies upon request as may be required for the 
   protection of the public for the enforcement of parole conditions.
       (h) Disclosure of USPC notices of action may be made (1) by the 
   Office of Public Affairs of the U.S. Department of Justice to the 
   public generally, and (2) by USPC to specific crime victims and 
   witnesses (as those terms are used in the Victim and Witness 
   Protection Act of 1982), from the files of prisoners whose 

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