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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     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 FMIS with electronic records that cannot be 
   maintained within that system.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       See 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 electronic databases.
     Retrievability: 
       (1) Records in the Electronic Certification System (ECS) are 
   retrieved by name, Social Security number, or vendor number.
       (2) Records in the Metro Fare Card Program Files are retrieved by 
   name or Social Security number.
     Safeguards: 
       Access to records in this system is controlled by password.
     Retention and disposal: 
       Records in this system are maintained on an indefinite basis for 
   reference purposes.
     System manager(s) and address: 
       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 and from Endowment employees who are involved with the 
   management of these subsidiary tracking systems.
     Exemptions claimed for the system:
       None.

   #..NEA-11

   #....System name: 

       Finance, Paper Files.
     System location: 
       Finance Office; 1100 Pennsylvania Avenue, NW; Washington, DC 
   20506.
     Categories of individuals covered by the system: 
       Grant recipients, Endowment employees, vendors, and other 
   individuals involved in financial transactions with the Endowment.
     Categories of records in the system: 
       (1) The Accounts Receivables Files contain data concerning the 
   type and amount of debts owed to the Endowment, as well as debt 
   collection efforts. These files contain, as appropriate, the name and 
   address of the debtor; taxpayer's identification number; basis of the 
   debt; date a debt became delinquent; amounts accrued for interest, 
   penalties, administrative costs, and payment on account; date the 
   debt was referred to the Treasury for offset; and basis for 
   termination of debt. These files also include copies of bills for 
   collection; invoices; correspondence between the Endowment and the 
   debtor relating to the debt; and documents required to refer accounts 
   to the Treasury, other Federal agencies, or private collection 
   contractor for debt collection.
       (2) The Donations to Gift Fund Files contain copies of checks and 
   letters submitted by donors.
       (3) The 1099 Files contain data concerning expenses over $600 per 
   calendar year that are reported to the Internal Revenue Service.
       (4) The Travel Credit Cards Files contain applications for credit 
   cards.
       (5) The Travel Authorizations Files contain employee data for 
   travel duty.
       (6) The Travel Vouchers Files contain employee expense data from 
   travel duty.
       (7) The Imprest Fund Files contain data concerning local taxi and 
   similar reimbursements to Endowment employees for authorized 
   Endowment expenses.
       (8) The Star Awards Files contain data concerning awards for 
   Endowment employees.
     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.). In addition, the maintenance of 
   debt collection records in the Accounts Receivables Files is 
   authorized by the Debt Collection Act of 1982, Pub. L. 97-365; the 
   Cash Management Improvement Act Amendments of 1992; and the Debt 
   Collection Improvement Act of 1996 (Pub. L. 104-134).
   Purpose(s): 
       To supplement the FMIS 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: 
       See 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; Social Security 
   number; taxpayer identification number; or contract number of the 
   employee, contractor, or grantee.
     Safeguards: 
       Rooms containing the records in this system are kept locked 
   during non-working hours.
     Retention and disposal: 
       The retention and disposal of debt collection records in the 
   Accounts Receivables Files are covered by the General Services 
   Administration's General Records Schedule 6. Other records in this 
   system are retained on site or in storage for six years and three 
   months, and then destroyed.
     System manager(s) and address: 
       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, Endowment employees, creditor agencies, collection agencies, 
   credit bureaus, Federal employing agencies, and other Federal 
   agencies furnishing identifying information.
     Exemptions claimed for the system:
       None.

   #..NEA-12

   #....System name: 

       Equal Employment Opportunity Complaint Case Files.
     System location: 
       Civil Rights Office; 1100 Pennsylvania Avenue, NW; Washington, DC 
   20506.
     Categories of individuals covered by the system: 
       Endowment employees and applicants for employment at the 
   Endowment who have filed formal complaints of discrimination against 
   the Endowment.
     Categories of records in the system: 
       Relevant information concerning the complaint of discrimination, 
   such as correspondence and documentation concerning the filing of the 
   complaint and stages leading to its disposition.
     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 enable the Endowment to investigate and adjudicate internal 
   complaints of discrimination.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Data in this system may be disclosed as necessary to enforce or 
   implement the statute, rule, regulation, or order under which the 
   charge of discrimination has been filed. This authorization includes 
   disclosures of data to a Federal, state, or local agency charged with 
   the responsibility of investigating, enforcing, or implementing such 
   a statute, rule, regulation, or order. 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 on computer diskettes and 
   in file cabinets.
     Retrievability: 
       Records in this system are retrieved by name.
     Safeguards: 
       Diskettes are kept in a locked file. Paper files are kept in a 
   locked file cabinet.
     Retention and disposal: 
       Complaint files are destroyed four years after resolution of the 
   case.
     System manager(s) and address:
       Director of Civil Rights; 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 and from Endowment employees who are involved with the claim 
   or proceeding.
     Exemptions claimed for the system:
       None.

   #..NEA-13

   #....System name: 

       Civil Rights Complaint Case Files.
     System location: 
       Civil Rights Office, 1100 Pennsylvania Avenue, NW., Washington, 
   DC 20506.
     Categories of individuals covered by the system: 
       Individuals who have filed formal complaints of discrimination 
   against the Endowment. However, this system does not include 
   complaints made by either Endowment employees or applicants for 
   employment at the Endowment, which are covered as described above.
     Categories of records in the system: 
       Relevant information concerning the complaint of discrimination, 
   including correspondence and documentation concerning the filing of 
   the complaint and stages leading to its disposition.
     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 enable the Endowment to investigate and adjudicate external 
   complaints of discrimination.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Data in this system may be disclosed as necessary to enforce or 
   implement the statute, rule, regulation, or order under which the 
   charge of discrimination has been filed. This authorization includes 
   disclosures of data to a Federal, state, or local agency charged with 
   the responsibility of investigating, enforcing, or implementing such 
   a statute, rule, regulation, or order. 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 on computer diskettes and 
   in file cabinets.
     Retrievability: 
       Records in this system are retrieved by name or a control number 
   assigned to each external complaint of discrimination.
     Safeguards: 
       Diskettes are kept in a locked file. Paper files are kept in a 
   locked file cabinet.
     Retention and disposal: 
       Complaint files are destroyed four years after resolution of the 
   case.
     System manager(s) and address:
       Director of Civil Rights, 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 and from Endowment employees who are involved with the claim 
   or proceeding.
     Exemptions claimed for the system:
       None.

   #..NEA-14

   #....System name: 

       Office of the Inspector General Investigative Files.
     System location: 
       Office of the Inspector General, 1100 Pennsylvania Avenue, NW., 
   Washington, DC 20506.
     Categories of individuals covered by the system: 
       Individuals and entities who are or have been the subject of 
   investigations by the Office of the Inspector General, or who provide 
   information in connection with such investigations. These individuals 
   include, but are not limited to, former and present Endowment 
   employees; former and present Endowment grant recipients; former and 
   present contractors and subcontractors, and their employees; former 
   and present consultants; and other individuals and entities that had, 
   have, or are seeking to obtain business relationships with the 
   Endowment.
     Categories of records in the system: 
       Correspondence relevant to the investigation; working papers of 
   the staff, investigative notes, internal staff memoranda, and other 
   documents and records relating to the investigation; information 
   about criminal, civil, or administrative referrals; information 
   provided by subjects of the investigation, individuals with whom the 
   subjects are associated, complainants, or witnesses; information 
   provided by Federal, State, or local governmental investigative or 
   law enforcement agencies, or other organizations; copies of subpoenas 
   issues during the investigation; and opening reports, progress 
   reports, and closing reports, with recommendations for corrective 
   action.
     Authority for maintenance of the system: 
       Inspector General Act of 1978, as amended (5 U.S.C. app. 3).
   Purpose(s): 
       To maintain files of investigative and reporting activities 
   carried out by the Office of the Inspector General.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Data in this system may be disclosed to any source, either 
   private or governmental, to the extent necessary to secure from such 
   source information relevant to, and sought in furtherance of, a 
   legitimate investigation or audit. Data in this system may also be 
   disclosed to the Office of the Inspector General's or the Endowment's 
   legal representative, including the U.S. Department of Justice and 
   other outside legal counsel, when the Office of the Inspector General 
   or the Endowment is a party in actual or anticipated litigation or 
   has an interest in such litigation. 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.

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