Privacy Act: [ PCC/ECCN-2] Contractor Employee Payroll Records, PCC/ECCN-2....

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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.PANAMA CANAL COMMISSION


   #..Table of Contents

         PCC/AE-1 Executive Personnel Financial Disclosure Reports.
         PCC/WO/AE-2 Panama Canal Commission Board of Directors 
   Biographical and Correspondence Files.
         PCC/ADSA-1 Biographical Data.
         PCC/AMRM-1 General Files of the Panama Canal Commission.
         PCC/AMSA-3 Land Utilization Records.
         PCC/AMTE-1 ID Card and Documentation Control System.
         PCC/AMTE-2 Equity Adjustment Records.
         PCC/AMTR-1 Employees and Dependents Travel Orders.
         PCC/ECIN-1 Plumbing and Welding License Files.
         PCC/ECLE-1 Telephone Exchange Directory.
         PCC/EO-1 Racial/National Origin Category Data.
         PCC/EO2 Equal Employment Opportunity Complaint File.
         PCC/FMAC-1 Embezzlements, Burglaries, and Cash Shortages.
         PCC/FMAC-2 Accounts Receivable Records.
         PCC/FMAC-5 Delegation of Authority for Procurement.
         PCC/FMAC-6 Cash Collection Agents and Sugagents.
         PCC/FMAC-7 Canal Commission Awards and Service Contracts 
   Control Records.
         PCC/FMAC-8 Accounts Payable Disbursement Records.
         PCC/FMAC-9 Unnegotiated Checks Over One Year Old.
         PCC/FMAC-10 Estate Files.
         PCC/FMAP-1 Payroll Master File for Panama Canal Commission 
   Employees.
         PCC/FMAP-2 Payroll Deduction System for Court Ordered Wage 
   Garnishments.
         PCC/FMAP-3 Injury Compensation Payroll Records.
         PCC/FMAP-/AC-4 Payroll Deductions.
         PCC/FMCL-1 Travel and Transportation Claims.
         PCC/FMTR-1 Termination of Employment Actions Records.
         PCC/FMTR-2 Internal Revenue Service Notice of Levy Files.
         PCC/FMTR-3 Suspension of Check Cashing Privileges Files.
         PCC/GCCL-1 Marine Accident/Miscellaneous General Claims.
         PCC/GSCL-1 Library Services Branch Registration Records.
         PCC/GSCP-2 Canal Protection Division Incident Report Files.
         PCC/GSCS-1 Housing Files.
         PCC/GSCS-2 Housing Complaints File,.
         PCC/GSCX-1 Administrative Reports, Transfer of Custody and 
   Official Complaint Files.
         PCC/IR-1 Quarterly Report of Employee Union Dues Deductions.
         PCC/IR-2 Records of Grievances, Appeals and Adverse Actions 
   Processed Under a Negotiated Grievance Procedure (NGP).
         PCC/MRBL-1 Marine License Files.
         PCC/MRBL-2 Marine Accident Reports and Investigations.
         PCC/MRCP-1 Pilot Workload Statistics.
         PCC/MRNA-1 Admeasurer Examination File.
         PCC/MRNP-1 Employee Training Development Records.
         PCC/OIG-1 Investigative Files of the Office of Inspector 
   General.
         PCC/OIG-2 Allegation/Complaint Files of the Office of Inspector 
   General.
         PCC/OIG-3 Cash Audit Files.
         PCC/OM-1 Ombudsman Investigation Files.
         PCC/OM-2 Resident's Advisory Committee Files.
         PCC/OPR-1 Operating Unit Personnel Records.
         PCC/PA-1 News Morgue Records.
         PCC/PB-1 Merit System Recruiting, Examining and Placement 
   Records.
         PCC/PB-2 Appeals, Grievances, Complaints, and Assistance 
   Records.
         PCC/PB-3 Personnel Investigation Records.
         PCC/PR-1 Disability Relief, Retirement and Group Supplementary 
   Life Insurance Records.
         PCC/PR-2 Employee Benefits Records.
         PCC/PR-4 Personnel Management System.
         PCC/PR-5 Recruiting and Placement Records.
         PCC/PR-6 Training and Employee Development Records.
         PCC/PR-7 Personnel Reference Unit Files.
         PCC/PR-8 Systems of Records Notice by the Office of Personnel 
   Management and Applicable to the Panama Canal Commission.
         PCC/PR-9 Incentive Awards Programs Files.
         PCC/PR-10 Occupational Health Records.
         PCC/PR-12 Industrial Accident Prevention Supervisor/Unit Awards 
   File.
         PCC/PR-13 20/30/40 Safety Key Awards Files.
         PCC/PR-14 Arrest Record Files.
         PCC/PRAA-1 Adverse Action Files.
         PCC/PRCL-1 Injury Claims (FECA) Files.

    The Prefatory Statement of General Routine Uses (35 CFR part 10, 
                               Appendix A)

       Information about an individual which is maintained in any system 
   of records under the control of the Panama Canal Commission is 
   subject to disclosure, as a routine use of such information, to any 
   of the following persons or agencies under the circumstances 
   described:
       1. Information indicating a violation or potential violation of 
   law (whether civil, criminal, or regulatory in nature, and whether 
   involving a statute or regulation or a rule, or order issued pursuant 
   thereto) may be referred to an appropriate federal, state, local or 
   foreign agency responsible for investigating, prosecuting, enforcing 
   or implementing a statute, rule, regulation or order, where there is 
   an indication of a violation or potential violation of the statute, 
   rule, regulation or order and the information disclosed is relevant 
   to the matter.
       2. Information which has a bearing on matters which may be in 
   dispute may be disclosed in the course of presenting evidence or 
   argument to a court or administrative tribunal, a judicial official, 
   or counsel for a party in connection with litigation or 
   administrative proceedings in which the agency, or its officers or 
   employees, are or may become involved.
       3. Information may be provided to persons or agencies from whom 
   information is solicited, to the extent necessary to elicit facts 
   which may be relevant to a financial audit or an agency decision to 
   hire or retain an employee, issue a security clearance, award a 
   contract, grant a license, or other benefits.
       4. Information may be disclosed to a federal agency, in response 
   to its request in a particular case or in a category of cases, in 
   connection with that agency's (a) decision in a personnel matter; (b) 
   financial audits and accounting; (c) issuance of a security 
   clearance; (d) investigation of an individual employed or formerly 
   employed by the Panama Canal Commission (or its predecessors); or (e) 
   decision to award a contract, grant a license, or other benefit.
       5. Information may be supplied in response to an inquiry from a 
   Member of Congress on behalf of an individual or, at any stage of the 
   legislative coordination and clearance process, to the Office of 
   Management and Budget in connection with the review of private relief 
   legislation.
       6. Information contained in licenses or certifications issued by 
   the agency (including the former Panama Canal Company/Canal Zone 
   Government) to professional employees (such as architects, canal 
   pilots, attorneys, engineers, medical practitioners and teachers) of 
   the agency may be released to professional licensing, certification 
   or other regulatory boards or commissions. Disclosure pursuant to 
   this routine use shall be limited to the names and types of license 
   or certifications, dates of issuance, and dates of expiration, if 
   appropriate.
       7. To the extent necessary for implementation of the Panama Canal 
   Treaty of 1977 and related agreements, information may, upon approval 
   by the Agency Records Officer (Chief, Administrative Services 
   Division) or that official's designee, be disclosed to officials of 
   the Government of the Republic of Panama and to U.S. Government 
   agencies which, under the Treaty, assumed functions formerly 
   performed by the Panama Canal Company or the Canal Zone Government.

   #.. PCC/AE-1

   #....System name: Executive Personnel Financial Disclosure Reports, 
      PCC/AE-1.

     System location: 
       Office of Executive Administration, Administration Building, 
   Balboa Heights, Republic of Panama.
     Categories of individuals covered by the system: 
       Panama Canal Commission employees designated in Part C of the 
   Employee Code of Conduct, passed by the Board of Directors of the 
   Panama Canal Commission on July 22, 1980, and other employees 
   described in 5 CFR part 734, subpart B.
     Categories of records in the system: 
       Report by current employees and prospective candidates covering 
   their personal financial interests.
     Authority for maintenance of the system: 
       5 U.S.C. Appendix 201-212; 5 CFR part 734; 22 U.S.C. 3611, 3622; 
   Articles III and X of the Panama Canal Treaty of 1977.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       To defer conflicts of interest and indentify potential conflicts 
   of interest through a systematic review of the financial holdings of 
   current and prospective covered employees. See general routine use 
   paragraphs in prefatory statement or in 35 CFR part 10, appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Papers in sealed envelopes.
     Retrievability: 
       Filed by name of individual.
     Safeguards: 
       Store in file cabinet with combination lock. Access to and use of 
   these records are limited to those individuals whose official duties 
   require such access.
     Retention and disposal: 
       Copies of reports are retained and are available to the public 
   for a period of six years after receipt of the report, except in the 
   case of an individual who filed a report as a presidential nominee 
   and was not subsequently confirmed by the Senate, the report is 
   retained and available to the public for a period of one year after 
   the individual is no longer under Senate consideration. Unless needed 
   in an ongoing investigation, reports are disposed of by burning or 
   shredding at the end of the respective six and one year periods.
     System manager(s) and address: 
       Designated Agency Ethics Official, Panama Canal Commission, APO 
   Miami 34011-5000.
     Notification procedure: 
       Information may be obtained from the Designated Agency Ethics 
   Official or the Agency Records Officer, Panama Canal Commission, APO 
   Miami 34011-5000. Rules are published in 35 CFR part 10.
     Record access procedures: 
       Requests should be addressed to either of the addressees 
   designated in Notification Procedure, preceding.
     Contesting record procedures: 
       See procedures published at 35 CFR part 10.
     Record source categories: 
       From reporting employee.
     Systems exempted from certain provisions of the act: 
       None, except such reports as the President of the United States 
   determines should not be available to the public under 5 CFR 
   734.603(b).

   #.. PCC/WO/AE-2

   #....System name: Panama Canal Commission Board of Directors 
      Biographical and Correspondence Files, PCC/WO/AE-2.

     System location: 
       Office of Executive Administration, Administration Building, 
   Balboa Heights, Republic of Panama and Office of the Secretary, 2000 
   L Street, NW, Suite 550, Washington, DC 20036-4996.
     Categories of individuals covered by the system: 
       Past and present members of the Panama Canal Commission Board of 
   Directors.
     Categories of records in the system: 
       Records contain names, addresses, newspaper clippings, general 
   biographical information, minutes of Board meetings, and official 
   correspondence between Commission officials and Board members.
     Authority for maintenance of the system: 
       22 U.S.C. 3611 and 3612 (Supp. III 1979) and Article III of the 
   Panama Canal Treaty of 1977.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Records in Office of the Secretary disclosed to Executive 
   agencies, to members of Congress and to news media for press 
   releases. See general routine use paragraphs in prefatory statement 
   or in 35 CFR part 10, appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Paper records in file folders.
     Retrievability: 
       Filed by name of board member.
     Safeguards: 
       Lockable file cabinets. Access and use are restricted to 
   authorized personnel.
     Retention and disposal: 
       Permanent.
     System manager(s) and address: 
       Director, Office of Executive Administration, Panama Canal 
   Commission, APO Miami 34011-5000; Assistant to the Secretary, Panama 
   Canal Commission, 2000 L Street, NW, Suite 550, Washington, DC 20036-
   4996.
     Notification procedure: 
       Information may be obtained from the System Managers or the 
   Agency Records Officer, Panama Canal Commission, APO Miama 34011-
   5000. Rules are published in 35 CFR part 10.
     Record access procedures: 
       Requests should be addressed to any of the addresses designated 
   in Notification Procedures, preceding.
     Contesting record procedures: 
       See rules published in 35 CFR part 10.
     Record source categories: 
       Information obtained from the individual, public media and 
   protocol sources.

   #.. PCC/ADSA-1

   #....System name: Biographical Data, PCC/ADSA-1

     System location: 
       Office of the Staff Assistant Administration Building, Balboa 
   Heights, Republic of Panama.
     Categories of individuals covered by the system: 
       Administrator, Deputy Administrator, Administrator's staff, and 
   members of their families; Board of Directors; local military and 
   Diplomatic Corps officials; visiting officials including 
   Congressional and high ranking military personnel; Secretary of the 
   Army and members of his staff; local Panama Canal Commission 
   employees; local businessmen and officials.
     Categories of records in the system: 
       Information on individuals including names, identification 
   numbers, dates of birth, number of children and their names, 
   education, honors bestowed, telephone numbers, addresses, job titles, 
   marital status, citizenship, employing unit photographs.
     Authority for maintenance of the system: 
       5 U.S.C. 301; 22 U.S.C. 3611 and 3614 (Supp. III 1979); Article 
   III of the Panama Canal Treaty of 1977.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       General biographical data may be provided to interested members 
   of Congress, diplomatic corps, public media, etc., consistent with 
   official protocol functions. See also general routine use paragraphs 
   in prefatory statement or in 35 CFR part 10, appendix A.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Standard 8 by 10\1/2\ inch paper.
     Retrievability: 
       Filed and indexed by name.

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