Home > 1995 Privacy Act Documents > Privacy Act: [ USIA--36] Employee Training Files--M/PT....

Privacy Act: [ USIA--36] Employee Training Files--M/PT....


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                            Table of Contents

         BBG-1. IBB Director's Executive Secretariat Files--B.
         BBG-2. Contract Talent Vendor Files--B/PA.
         BBG-3. Employee Personnel Files--B/PA.

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BROADCASTING BOARD OF GOVERNORS

BBG-1

System name: 

       IBB Director's Executive Secretariat Files--B.
     System location: 
       International Broadcasting (IBB) Bureau Director's Office, 
   Executive Secretariat, 330 Independence Avenue, SW, Washington, DC 
   20547.
     Security classification: 
       Some documents may be classified confidential or secret.
     Categories of individuals covered by the system: 
       Members of the White House Staff, Members of Congress and their 
   staff, heads of other executive agencies of the Federal government 
   and members of the general public.
     Categories of records in the system: 
       Correspondence addressed to the Director of IBB, as well as the 
   Director of USIA, and copies of responses to requests for reports, 
   information and/or assistance of various kinds prepared by the IBB 
   Director or designated representative.
     Authority for maintenance of the system: 
       Federal Records Act of 1950, as amended, 44 U.S.C. 3101-3167; 
   Records Disposal Act of 1943, as amended, 44 U.S.C. 3301-3314.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Reference file to provide oversight of the flow of requests of 
   the IBB Director for reports on programming effectiveness of IBB 
   broadcasts, information and/or assistance of various kinds, and to 
   monitor the accomplishment of responses to such requests.
       Also see Prefatory Statement of General Routine Uses.
       Information is made available on a need-to-know basis to 
   personnel of the IBB and the USIA as may be required in the 
   performance of their official duties.
       The information may also be released to other government agencies 
   who have statutory or other lawful authority to maintain such 
   information.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Records are stored in a computer maintained by and located within 
   the IBB Secretariat and maintained as paper records in file folders 
   in the Secretariat.
     Retrievability: 
       Records are cross-indexed by individual name, organization, 
   subject file and by computer reference number.
     Safeguards: 
       Computer records are accessible only to authorized employees of 
   the IBB Director's staff. Paper records are kept in locked file 
   cabinets which are contained in a secure area.
     Retention and disposal: 
       Records are maintained indefinitely.
     System manager(s) and address: 
       Supervisory Staff Analyst, Executive Secretariat, IBB, USIA, 330 
   Independence Avenue, SW, Washington, DC 20547.
     Notification procedure: 
       Executive Secretariat, IBB, USIA, 330 Independence Avenue, SW, 
   Washington, DC 20547.
     Record access procedures:
       Requests from individuals should be addressed to: Chief, FOIA/
   Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To 
   request another individual's file, the requester must have a 
   notarized signed statement from the individual to whom the file 
   pertains.
     Contesting record procedures: 
       The Agency's rules for access and for contesting contents and 
   appealing determinations by the individual concerned.
     Record source categories: 
       Unsolicited correspondence from U.S. Government officials and 
   members of the general public addressed to the IBB Director or the 
   Director of USIA concerning VOA, Worldnet, and/or Cuban Broadcasting.
     Exemtpions claimed for the system:
       Certain records contained within this system of records may be 
   exempted from 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4), (g), (h) and 
   (f). See 22 CFR 505.15.

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BROADCASTING BOARD OF GOVERNORS

BBG-2

System name: 

       Contract Talent Vendor Files--B/PA.
     System location: 
       International Broadcasting Bureau (IBB), United States 
   Information Agency (USIA), Cohen Building, 330 Independence Avenue, 
   SW, Washington, DC 20547.
     Security classification: 
       Individual documents up to Confidential.
     Categories of individuals covered by the system: 
       All contract talent vendors who perform free-lance services for 
   the International Broadcasting Bureau (IBB).
     Categories of records in the system: 
       Records and information pertaining to the testing and 
   qualification of vendors; security clearance applications and 
   approvals; copies of contracts, and detailed record of services 
   performed by vendors and payments made by IBB for these services.
     Authority for maintenance of the system: 
       Pub. L. 80-402; United States Information and Educational 
   Exchange Act of 1948, as amended.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Provide necessary reference information for use by IBB 
   administrative offices in meeting their daily responsibilities of 
   advising on and coordinating programming and fiscal activities 
   relating to contracting in free-lance talent vendors.
       Also see Prefatory Statement of General Routine Uses.
       Information is made available on a need-to-know basis to 
   personnel of the USIA as may be required in the performance of their 
   official duties.
       Information in these records is not normally available to 
   individuals or agencies outside the USIA but records may be released 
   to other government agencies who have statutory or other lawful 
   authority to maintain such information.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Information is retained in document form in file folders and in 
   automated data base system.
     Retrievability: 
       Document and computer files are indexed by vendor's name.
     Safeguards: 
       Document files are locked in security-approved file cabinets. 
   Computer records require appropriate password to gain access. General 
   access to files is permitted only to administrative staffs and other 
   top management officials having a need to know such information in 
   the normal performance of their duties.
     Retention and disposal: 
       Files are retained for three to four years after last date of 
   services rendered by vendor, after which time files are then 
   destroyed in accordance with established USIA records disposition 
   procedures.
     System manager(s) and address: 
       Director of Administration, International Broadcasting Bureau 
   (IBB), USIA, Cohen Building, 330 Independence Avenue, SW, Washington, 
   DC 20547.
     Notification procedure: 
       Director of Administration, International Broadcasting Bureau 
   (IBB), USIA, 330 Independence Avenue, SW, Washington, DC 20547.
     Record access procedures:
       Requests from individuals should be addressed to: Chief, FOIA/
   Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To 
   request another individual's file, the requester must have a 
   notarized signed statement from the individual to whom the file 
   pertains.
     Contesting record procedures: 
       The Agency's rules for access and for contesting contents and 
   appealing determinations by the individual concerned appeal in 22 CFR 
   part 505.
     Record source categories: 
       Information is received from vendor (application forms); from 
   USIA Security Office (approval of security clearance request); from 
   documents generated through the normal process of using a vendor and 
   making payments for services rendered (purchase orders and payment 
   records).
     Exemptions claimed for the system:
       Not applicable.

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BROADCASTING BOARD OF GOVERNORS

BBG-3

System name: 

       Employee Personnel Files--B/PA.
     System location: 
       International Broadcasting Bureau (IBB), United States 
   Information Agency (USIA), Cohen Building, 330 Independence Avenue, 
   SW., Washington DC 20547.
     Security classification: 
       Individual documents up to Confidential.
     Categories of individuals covered by the system: 
       International Broadcasting Bureau (IBB) domestic employees and 
   overseas American employees.
     Categories of records in the system: 
       Records and information pertaining to the testing, recruitment 
   and appointment of employees (application forms, fiscal documents 
   covering related expenses); records concerning post-appointment 
   changes in employee skills, qualifications, and experience; copies of 
   SF-50 ``Notice of Personnel Action'' and payroll change slips.
     Authority for maintenance of the system: 
       Pub. L. 80-402, United States Information and Exchange Act of 
   1948, as amended.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:
       Files maintained for convenience due to physical separation from 
   Personnel Office; provide necessary background/reference information 
   for use by IBB Administrative Offices in meeting their daily 
   responsibilities of advising on and coordinating programming, 
   personnel and fiscal activities relating to recruitment, hiring and 
   employment of staff employees. Also see Prefatory Statement of 
   General Routine Uses.
       Information is made available on a need-to-know basis to 
   personnel of the USIA as may be required in the performance of their 
   official duties. Information in these records is not normally 
   available to individuals or agencies outside the USIA but records may 
   be released to other government agencies who have statutory or other 
   lawful authority to maintain such information.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       All information is retained in document form in file folders and 
   is retained electronically.
     Retrievability: 
       Files are indexed alphabetically by employee name.
     Safeguards: 
       All files are locked in security-approved file cabinets, 
   automated systems require appropriate security procedures for access. 
   Access to files is permitted only to administrative staffs and other 
   top management officials having a need to know such information in 
   the normal performance of their duties.
     Retention and disposal: 
       Files may be retained for up to two years then destroyed in 
   accordance with established USIA records disposal procedures. Copies 
   of documents for which originals exist in Office of Personnel Folders 
   and which are removed from official personnel folders when an 
   employee resigns, are also removed from administrative files and 
   destroyed.
     System manager(s) and address: 
       Director of Personnel, International Broadcasting Bureau (IBB), 
   United States Information Agency (USIA), Cohen Building, 330 
   Independence Avenue, SW, Washington, DC 20547.
     Notification procedure: 
       Director of Personnel, International Broadcasting Bureau (IBB), 
   United States Information Agency (USIA), Cohen Building, 330 
   Independence Avenue, SW, Washington, DC 20547.
     Record access procedures:
       Requests from individuals should be addressed to: Chief, FOIA/
   Privacy Act Unit, USIA, 301 4th Street, SW, Washington, DC 20547. To 
   request another individual's file, the requester must have a 
   notarized signed statement from the individual to whom the file 
   pertains.
     Contesting record procedures: 
       The Agency's rules for access and for contesting contents and 
   appealing determinations by the individual concerned appear in 22 CFR 
   part 505.
     Record source categories: 
       Information is received from employees (application forms); from 
   employees' supervisors (employees' experience, performance, and 
   recommendations for promotions, etc.); from organizational personnel 
   and fiscal elements (SF 50 personnel actions, payroll change clips, 
   etc.).
     Exemptions claimed for the system:
       Not applicable.

BROADCASTING BOARD OF GOVERNORS

22 CFR PART 505--PRIVACY ACT POLICIES AND PROCEDURES

Sec.
505.1  Purpose and scope.
505.2  Definitions.
505.3  Procedures and requests.
505.4  Requirements and identification for making requests.
505.5  Disclosure of information.
505.6  Medical records.
505.7  Correction or amendment of record.
505.8  Agency review of requests for changes.
505.9  Review of adverse Agency determination.
505.10  Disclosure to third parties.
505.11  Fees.
505.12  Civil remedies and criminal penalties.
505.13  General exemptions (Subsection (j)).
505.14  Specific exemptions (Subsection (k)).
505.15  Exempt systems of records used.

  Authority: Pub. L. 93-579, 88 Stat. 1897; 5 U.S.C. 552a; 55 FR 31940, 
Aug. 6, 1990, as amended.
  Source: 62 FR 10630, Mar. 7, 1997.
  Nomenclature changes: FR 54539, Oct. 7, 1999.

   Sec. 505.1  Purpose and scope.

  The Broadcasting Board of Governors will protect individuals' privacy 
from misuse of their records, and grant individuals access to records 
concerning them which are maintained by the Board's domestic and 
overseas offices, consistent with the provisions of Public Law 93-579, 
88 Stat. 1897; 5 U.S.C. 552a, the Privacy Act of 1974, as amended. The 
Board has also established procedures to permit individuals to amend 
incorrect records, to limit the disclosure of personal information to 
third parties, and to limit the number of sources of personal 
information. The Board has also established internal rules restricting 

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