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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     Retrievability: 
       Records in this system are retrieved by name, report number, or 
   chronological ordering.
     Safeguards: 
       Work papers for allegation and other investigative reviews 
   conducted by or for the Office of the Inspector General are kept in a 
   locked file cabinet. All records in this system are kept in rooms 
   that are locked during non-working hours.
     Retention and disposal: 
       Records in this system are maintained on-site until eligible for 
   destruction. Work papers used in evaluating grantees' audit reports 
   and financial statements are destroyed on a three-year cycle. Work 
   papers and correspondence prepared and/or obtained during the 
   clearance process of audit recommendations are destroyed on a six-
   year cycle from the date that the recommendations are cleared. All 
   other records in this system are destroyed on a seven-year cycle.
     System manager(s) and address: 
       Inspector General, National Endowment for the Arts, 1100 
   Pennsylvania Avenue, NW., Washington, DC 20506.
     Notification procedure: 
       See 45 CFR part 1159.
     Record access procedures: 
       The major part of this system is exempted from this requirement 
   pursuant to 5 U.S.C. 552a(j)(2) or (k)(2). To the extent that this 
   system is not subject to exemption, it is subject to access. A 
   determination as to exemption shall be made at the time a request for 
   access is received. Access requests must be sent to the Office of the 
   General Counsel in accordance with the procedures published at 45 CFR 
   part 1159.
     Contesting record procedures: 
       The major part of this system is exempted from this requirement 
   pursuant to 5 U.S.C. 552a(j)(2) or (k)(2). To the extent that this 
   system is not subject to exemption, it is subject to access and 
   contest. A determination as to exemption shall be made at the time a 
   request for access is received. Access requests must be sent to the 
   Office of the General Counsel in accordance with the procedures 
   published at 45 CFR part 1159.
     Record source categories: 
       Data in this system is obtained from individuals who are covered 
   by the system, as well as from individuals with whom the subjects are 
   associated; Federal, State, or local governmental investigative or 
   law enforcement agencies; and other organizations.
     Exemptions claimed for the system:
       This system is exempted from 5 U.S.C. 552a except subsections 
   (b); (c)(1) and (2); (e)(4)(A) through (F); (e)(6), (7), (9), (10), 
   and (11); and (i) under 552a(j)(2) to the extent that the system 
   pertains to enforcement of criminal laws. This system is exempted 
   from 5 U.S.C. 552a(c)(3); (d); (e)(1); (e)(4)(G), (H), and (I); and 
   (f) under 5 U.S.C. 552a(k)(2) to the extent that the system consists 
   of investigatory material compiled for law enforcement purposes, 
   other than material within the scope of the exemption at 5 U.S.C. 
   552a(j)(2). These exemptions are contained in 45 CFR part 1159.

   #.. NEH-1

   #....System name: Consultants, Reviewers and Panelists--NEH--1.

     System location: NEH--806 15th Street, NW, Washington, DC 20506.
     Categories of individuals covered by the system: Past and present 
   members of the National Council on the Humanities, Advisory Panels to 
   the Humanities Endowment, and scholars and experts who may be called 
   upon to serve on advisory panels or to review applications.
     Categories of records in the system: Contains name, address and 
   telephone number of individual. Contains compensation claims, travel 
   diaries, notification of personnel actions, correspondence. May 
   contain curriculum vitae and press clippings.
     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.).
       The records are used by Endowment staff in administration of our 
   peer review system, including identification of scholars to serve as 
   consultants, reviewers and panelists; disclosure may be made to a 
   congressional office from the record of an individual in response to 
   an inquiry from the congressional office made at the request of the 
   individual about whom the record is maintained.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Maintained in 9 inch by 12 inch folders or computer data 
   base.
     Retrievability: Indexed by name or indexed keys.
     Safeguards: Records are maintained in lockable drawers, file 
   cabinets, or computer controlled by passwords.
     Retention and disposal: Retained indefinitely.
     System manager(s) and address: Secretary to the National Endowment 
   for the Humanities, ADP Systems, Room 817, 1100 Pennsylvania Avenue 
   NW, Washington, DC 20506.
     Notification procedure: See 45 CFR part 1115.
     Record access procedures: Same as above.
     Record source categories: Individual on whom record is maintained, 
   newspapers and journals, Endowment employees.

   #.. NEH-2

   #....System name: Contract--NEH-2.

     System location: 
       NEH--Office of the General Counsel, Room 530-1100 Pennsylvania 
   Avenue, NW, Washington, DC 20506.
     Categories of individuals covered by the system: 
       Individuals who have entered into contracts with the Endowment.
     Categories of records in the system: 
       Contains contract, including name and address of contractor, 
   specific and general contract provisions, contract amendments, 
   correspondence, relevant back-up material.
     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.)
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       General Accounting Office audits; reporting on agency contracting 
   activities to the Federal Procurement Data Center and other agencies, 
   general congressional oversight; disclosure may be made to a 
   congressional office from the record of an individual in response to 
   an inquiry from the congressional office made at the request of the 
   individual about whom the record is maintained.
   Disclosure to consumer reporting agencies: 
       Disclosure pursuant to 5 U.S.C. 552a(b)(12). Disclosure may be 
   made from this system to consumer reporting agencies as defined in 
   the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Debt 
   Collection Act of 1982 (31 U.S.C. 3711(d)(4)).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Maintained in 12 inch by 10 inch folders.
     Retrievability: 
       Indexed by name and number.
     Safeguards: 
       Records are maintained in a lockable file cabinet.
     Retention and disposal: 
       Scheduled for destruction 6 years, 3 months after final payment 
   is made.
     System manager(s) and address: 
       General Counsel--NEH Room 530, 1100 Pennsylvania Avenue, NW, 
   Washington, DC 20506.
     Notification procedure: 
       See 45 CFR part 1115.
     Record access procedures: 
       Same as above.
     Record source categories: 
       Individual on whom the record is maintained. Foundation employees 
   involved in contract development, administration, and execution.

   #.. NEH-3

   #....System name: Employee Payroll and Leave and Attendance Records 
      and Files--NEH-3.

     System location: Payroll Processing Branch, 1500 Bannister Road, 
   Kansas City, MO 64131.
     Categories of individuals covered by the system: Endowment 
   employees.
     Categories of records in the system: Records consist of manual and 
   automated files containing payroll-related information for Endowment 
   employees. Payroll and leave and attendance records and information 
   includes many records or information also maintained in employee's 
   official folder and related files maintained in accordance with 
   Office of Personnel Management regulations and of which notice has 
   been given by the OPM in its notice of Governmentwide systems of 
   personnel records. Payroll and related information consists of 
   various forms which disclose on a biweekly, year-to-date, and in some 
   cases an annual basis, payroll and leave data for each employee 
   relating to rate and amount of pay, leave, and hours worked, and 
   leave balances; tax and retirement deductions; life insurance and 
   health insurance deductions; savings allotments; savings bond and 
   charity deductions; mailing addresses and home addresses.
     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.), Federal Personnel Manual and Treasury Fiscal Requirements 
   Manual.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: Used to prepare 
   payroll and to meet Government payroll recordkeeping and reporting 
   requirements, and for retrieving and supplying payroll and leave 
   information as required for agency needs. Notice of Governmentwide 
   Systems of Personnel Records: ``C.S.C.--General Personnel Records 
   (Official Personnel folder and records related thereto)''; disclosure 
   may be made to a congressional office from the record of an 
   individual in response to an inquiry from the congressional office 
   made at the request of the individual about whom the record is 
   maintained.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Time and attendance files maintained on 8 inch by 5 inch 
   cards included with other information maintained in 9 inch by 12 inch 
   folders or computer data base.
     Retrievability: Indexed by name.
     Safeguards: Records are maintained in a lockable file cabinet, or 
   computer data base controlled by password.
     Retention and disposal: Records maintained for three years or until 
   audited by the General Accounting Office.
     System manager(s) and address: Accounting Officer, Room 317, 1100 
   Pennsylvania Avenue, NW, Washington, DC 20506.
     Notification procedure: See 45 CFR part 1115.
     Record access procedures: Same as above.
     Record source categories: Individual on whom the record is 
   maintained.

   #.. NEH-4

   #....System name: Equal Employment Opportunity Case File-NEH-4.

     System location: Room 506, 806 15th Street, NW, Washington, DC 
   20506.
     Categories of records in the system: Contains transcripts, 
   documentation concerning pre-complaint counseling activities, 
   documentation concerning filing of complaint, written records of 
   terms of adjustment and disposition of complaint.
     Authority for maintenance of the system: Title 5 CFR, chapter I, 
   part 713.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: Implementation of 
   Endowment program for equal opportunity in employment and personnel 
   operations; disclosure may be made to a congressional office from the 
   record of an individual in response to an inquiry from the 
   congressional office made at the request of the individual about whom 
   the record is maintained.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Maintained in 9 inch by 12 inch folders.
     Retrievability: Retrievable by name.
     Safeguards: Maintained in lockable filing cabinets.
     Retention and disposal: Retained for four years after resolution of 
   the case, then destroyed.
     System manager(s) and address: Equal Employment Opportunity 
   Officer, Room 506, 806 15th St., NW, Washington, DC 20506.
     Notification procedure: See 45 CFR part 1115.
     Record access procedures: Same as above.
     Record source categories: Individual on whom the record is 
   maintained. Foundation employees involved in the claim or proceeding.

   #.. NEH-5

   #....System name: Grant Applications--NEH-5.

     System location: 
       1100 Pennsylvania Avenue, NW, Washington, DC 20506.
     Categories of individuals covered by the system: 
       Individuals and institutions applying to the National Endowment 
   for the Humanities for financial assistance.
     Categories of records in the system: 
       Grant application, sample of work where appropriate.
     Authority for maintenance of the system: 
       National Foundation on the Arts and Humanities Act of 1965, as 
   amended (20 U.S.C. 951 et seq).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Grant applications, as part of the Endowment's grant review 
   process, are reviewed and discussed by peer review panels comprised 
   of scholars and other experts, by Endowment staff, and by members of 
   the National Council on the Humanities. In addition, in some 
   programs, applications are also evaluated by specialist reviewers in 
   the specific fields addressed by the applications. Applications are 
   also used for statistical research; congressional oversight and 
   analysis of trends. Disclosures may be made as part of the grant 
   review process or to a congressional office from the record of an 
   individual in response to an inquiry from the congressional office 
   made at the request of the individual about whom the record is 
   maintained.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       9 inch by 12 inch folders.
     Retrievability: 
       Indexed by name of applicant.
     Retention and disposal: 
       Successful applicants are merged into ``Grants to Individuals and 
   Institutions'' file. Rejected applications are retained for five 
   years then destroyed.
     System manager(s) and address: 
       Grants Officer--NEH, Room 310, 1100 Pennsylvania Avenue, NW, 
   Washington, DC 20506.
     Notification procedure: 
       See 45 CFR part 1115.
     Record access procedures: 
       Same as above.
     Record source categories: 
       Individual and institution on whom the record is maintained.

   #.. NEH-6

   #....System name: Grants to Individuals and Institutions- NEH-6.

     System location: 
       1100 Pennsylvania Avenue, NW, Washington, DC 20506.
     Categories of individuals covered by the system: 
       Individuals and institutions receiving grant awards from the 
   National Endowment for the Humanities.
     Categories of records in the system: 
       Grant application including sample of work where appropriate, 
   award notification letter, grant award acceptance agreement, payment 
   schedule, relevant correspondence, final report.
     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.).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Administrative processing, general statistical research, 
   congressional analysis of trends, disclosure may be made to a 
   congressional office from the record of an individual in response to 
   an inquiry from the congressional office made at the request of the 

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