Home > 1997 Privacy Act Documents > Privacy Act: [ NEH-6] Grants to Individuals and Institutions- NEH-6....

Privacy Act: [ NEH-6] Grants to Individuals and Institutions- NEH-6....


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       Panelists, Automated Panel Bank System (APBS).
     System location: 
       Information Management Division; 1100 Pennsylvania Avenue, NW; 
   Washington, DC 20506.
     Categories of individuals covered by the system: 
       Individuals whom the Endowment may ask or has asked to serve on 
   application review panels.
     Categories of records in the system: 
       Name, address, telephone number, Social Security number, and 
   other data concerning potential and actual panelists, including 
   information about areas of artistic expertise and prior panel 
   service.
     Authority for maintenance of the system: 
       National Foundation on the Arts and the Humanities Act of 1965, 
   as amended (20 U.S.C. 951 et seq.)
   Purpose(s): 
       To provide a central repository for information about art experts 
   who could be or have been called upon to serve on application review 
   panels and make recommendations on grant awards.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Data in this system is used for identification of panelists and 
   their activities in this capacity. See also the list of General 
   Routine Uses contained in the Preliminary Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records in this system are maintained in an electronic database.
     Retrievability: 
       Records in this system are retrieved by name or Social Security 
   number.
     Safeguards: 
       This system is maintained in a locked computer room that can be 
   accessed only by authorized employees of the Endowment or the 
   National Endowment for the Humanities. Access to records in this 
   system is further controlled by password, with different levels of 
   modification rights assigned to individuals and offices at the 
   Endowment based on their specific job functions.
     Retention and disposal: 
       Records in this system are maintained and updated on a continuing 
   basis, as new information is received by the Office of Guidelines and 
   Panel Operations. Endowment staff will periodically request updated 
   information from individuals who are registered in the APBS. 
   Endowment staff will also periodically purge the APBS of records 
   pertaining to individuals who have been in the APBS for three to five 
   years, but who have not served on a panel or had their records 
   updated. Records will be removed only with the concurrence of the 
   appropriate discipline directors.
     System manager(s) and address: 
       Director of Guidelines and Panel Operations and/or Director of 
   Information Management; National Endowment for the Arts; 1100 
   Pennsylvania Avenue, NW; Washington, DC 20506.
     Notification procedure: 
       See 45 CFR part 1159.
     Record access procedures: 
       See 45 CFR part 1159.
     Contesting record procedures: 
       See 45 CFR part 1159.
     Record source categories: 
       Data in this system is obtained from individuals covered by the 
   system, as well as from Endowment employees and other individuals 
   nominating potential panelists.
     Exemptions claimed for the system:
       None.

   #..NEA-2

   #....System name: 

       Panelists, Paper Files.
     System location: 
       1100 Pennsylvania Avenue, NW; Washington, DC 20506.
     Categories of individuals covered by the system: 
       Individuals whom the Endowment may ask or has asked to serve on 
   application review panels.
     Categories of records in the system: 
       Additional information about potential and actual panelists. This 
   system includes materials such as resumes, panelist profile forms, 
   and contracts concerning participation on panels.
     Authority for maintenance of the system: 
       National Foundation on the Arts and the Humanities Act of 1965, 
   as amended (20 U.S.C. 951 et seq.)
   Purpose(s): 
       To supplement the APBS with information well suited for 
   maintenance in hard copy form.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Data in this system is used for identification of panelists and 
   their activities in this capacity. See also the list of General 
   Routine Uses contained in the Preliminary Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records in this system are maintained in filing cabinets.
     Retrievability: 
       Records in this system are retrieved by name.
     Safeguards: 
       Rooms containing the records in this system are kept locked 
   during non-working hours.
     Retention and disposal: 
       The Office of Guidelines and Panel Operations maintains paper 
   files that grow as individuals, or discipline directors who are 
   proposing individuals for service on panels, submit resumes. Resumes 
   and profile forms are removed from these files only when they are 
   replaced by more recent information or when individuals are purged 
   from the APBS, as described above. Discipline offices may also 
   maintain paper files about individuals who have served on panels for 
   their divisions. These files may include panelist contracts, copies 
   of which are forwarded to the Endowment's Finance office. Each office 
   destroys its panelist contracts after a set interval.
     System manager(s) and address: 
       Coordinator of Panel Operations and/or Director of Finance/CFO; 
   National Endowment for the Arts; 1100 Pennsylvania Avenue, NW., 
   Washington, DC 20506.
     Notification procedure: 
       See 45 CFR part 1159.
     Record access procedures: 
       See 45 CFR part 1159.
     Contesting record procedures: 
       See 45 CFR part 1159.
     Record source categories: 
       Data in this system is obtained from individuals covered by the 
   system, as well as from Endowment employees and other individuals 
   nominating potential panelists.
     Exemptions claimed for the system:
       None.

   #..NEA-3

   #....System name: 

       National Council on the Arts (Council).
     System location: 
       Office of Council Operations; 1100 Pennsylvania Avenue, NW., 
   Washington, DC 20506.
     Categories of individuals covered by the system: 
       Past and present members of the National Council on the Arts.
     Categories of records in the system: 
       Name, address, telephone number, Social Security number, and 
   other information concerning past and present members of the Council, 
   such as press clippings and correspondence.
     Authority for maintenance of the system: 
       National Foundation on the Arts and the Humanities Act of 1965, 
   as amended (20 U.S.C. 951 et seq.).
   Purpose(s): 
       To provide a central repository for information about past and 
   present members of the Council.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Data in this system is used for identification of members of the 
   Council and their activities in this capacity. See also the list of 
   General Routine Uses contained in the Preliminary Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records in this system are maintained in file cabinets.
     Retrievability: 
       Records in this system are retrieved by name.
     Safeguards: 
       Rooms containing the records in this system are kept locked 
   during non-working hours.
     Retention and disposal: 
       Records in this system are maintained on an indefinite basis for 
   reference purposes.
     System manager(s) and address: 
       Coordinator of Council Operations; National Endowment for the 
   Arts; 1100 Pennsylvania Avenue, NW; Washington, DC 20506.
     Notification procedure: 
       See 45 CFR part 1159.
     Record access procedures: 
       See 45 CFR part 1159.
     Contesting record procedures: 
       See 45 CFR part 1159.
     Record source categories: 
       Data in this system is obtained from individuals covered by the 
   system, as well as from Endowment employees involved with the 
   activities of the Council.
     Exemptions claimed for the system:
       None.

   #..NEA-4

   #....System name: 

       Grants, Grants Management System (GMS).
     System location: 
       Information Management Division; 1100 Pennsylvania Avenue, NW; 
   Washington, DC 20506.
     Categories of individuals covered by the system: 
       Individuals who have applied to the Endowment for financial 
   assistance in the form of grants.
     Categories of records in the system: 
       Name, address, telephone number, date of birth, Social Security 
   number, identification numbers assigned by the Endowment, National 
   Standard and agency-established codes, and grant action dates. 
   Financial and banking information is not maintained in the GMS.
     Authority for maintenance of the system: 
       National Foundation on the Arts and the Humanities Act of 1965, 
   as amended (20 U.S.C. 951 et seq).
   Purpose(s): 
       To provide a central repository for information about grant 
   applicants, recipients, and awards.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Data in this system may be used for general administration of the 
   grant review and award process, statistical research, Congressional 
   oversight, and analysis of trends. See also the list of General 
   Routine Uses contained in the Preliminary Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records in this system are maintained in an electronic database.
     Retrievability: 
       Records in this system are retrieved by name, application number, 
   grant number, or constituent identification number.
     Safeguards: 
       This system is maintained in a locked computer room that can be 
   accessed only by authorized employees of the Endowment and the 
   National Endowment for the Humanities. Access to records in this 
   system is further controlled by password, with different levels of 
   modification rights assigned to individuals and offices at the 
   Endowment based on their specific job functions.
     Retention and disposal: 
       Records in this system are maintained on an indefinite basis for 
   reference purposes.
     System manager(s) and address: 
       Director of Grants and Contracts and/or Director of Information 
   Management; National Endowment for the Arts; 1100 Pennsylvania 
   Avenue, NW; Washington, DC 20506.
     Notification procedure: 
       See 45 CFR part 1159.
     Record access procedures: 
       See 45 CFR part 1159.
     Contesting record procedures: 
       See 45 CFR part 1159.
     Record source categories: 
       Data in this system is obtained from individuals covered by the 
   system, as well as from Endowment employees involved in the 
   administration of grants.
     Exemptions claimed for the system:
       None.

   #..NEA-5

   #....System name: 

       Grants, Paper Files.
     System location: 
       1100 Pennsylvania Avenue, NW; Washington, DC 20506.
     Categories of individuals covered by the system: 
       Individuals who have applied to the Endowment for financial 
   assistance in the form of grants.
     Categories of records in the system: 
       Additional information concerning Endowment decisions to award 
   grants, disburse funds, and close out grants. Materials include grant 
   applications, samples of work, award notification letters and any 
   approved amendments, payment requests, correspondence, and final 
   reports.
     Authority for maintenance of the system: 
       National Foundation on the Arts and the Humanities Act of 1965, 
   as amended (20 U.S.C. 951 et seq.)
   Purpose(s): 
       To supplement the GMS with information well suited for 
   maintenance in hard copy form.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Data in this system may be used for general administration of the 
   grant review and award process, statistical research, Congressional 
   oversight, and analysis of trends. See also the list of General 
   Routine Uses contained in the Preliminary Statement.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records in this system are maintained in file cabinets.
     Retrievability: 
       Records in this system are retrieved by name, application number, 
   or grant number.
     Safeguards: 
       Rooms containing records in this system are kept locked during 
   non-working hours.
     Retention and disposal: 
       The Grants and Contracts Office maintains grants paper files, 
   which are retired and destroyed after seven years. Discipline offices 
   also maintain paper files about grants in their divisions. When the 
   final descriptive and financial status reports are received and 
   accepted, the discipline office files are retired first to the 
   Federal Records Center, and then to the National Archives and Records 
   Administration.
     System manager(s) and address: 
       Director of Grants and Contracts and/or Director of 
   Administrative Services; National Endowment for the Arts; 1100 
   Pennsylvania Avenue, NW; Washington, DC 20506.
     Notification procedure: 
       See 45 CFR part 1159.
     Record access procedures: 
       See 45 CFR part 1159.
     Contesting record procedures: 
       See 45 CFR part 1159.
     Record source categories: 

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