Privacy Act: [ABMC-3] Informal Personnel Files-ABMC....

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





   #.AMERICAN BATTLE MONUMENTS COMMISSION


   #..TABLE OF CONTENTS

       ABMC--1 Official Personnel Records.
       ABMC--2 General Financial Records.
       ABMC--3 Informal Personnel Files.
       ABMC--4 Conflict of Interest Files.
       ABMC--5 Fund Raising Solicitation Files.
       Appendix

   #..ABMC-1

   #....System name: Official Personnel Records-ABMC.

     System location: American Battle Monuments Commission, 4C104 
   Forrestal Building, 1000 Independence Ave., SW, Washington, DC 20314.
     Categories of individuals covered by the system: ABMC Civil Service 
   employees.
     Categories of records in the system: Official Personnel Folders.
     Authority for maintenance of the system: Federal Personnel Manual, 
   USCSC, Chapter 293
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: In house. Records 
   are released to USCSC for audits; see appendix.
       The mnames, social security numbers, home addresses, dates of 
   birth, dates of hire, quarterly earnings, employer identifying 
   information, and State of hire of employees may be disclosed to the 
   Office of Child Support Enforcement, Administration for Children and 
   Families, Department of Health and Human Services for the purpose of 
   locating individuals to establish paternity, establishing and 
   modifying orders of child support, identifying sources of income, and 
   for other child support enforcement actions as required by the 
   Personal Responsibility and Work Opportunity Reconciliation Act 
   (Welfare Reform Law, Pub. L. 104-193).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Paper.
     Retrievability: Manual-By name and Social Security Number.
     Safeguards: Stored in locked metal file containers in guarded 
   building; released only to authorized personnel.
     Retention and disposal: Retained while individual employed by 
   Commission; transferred to new agency if employee leaves Commission 
   for reemployment with another agency; transferred to Federal Records 
   Center, St. Louis, Missouri, 30 days after individual is separated 
   from government service or retires.
     System manager(s) and address: 
         Director, Personnel and Administration
         American Battle Monuments Commission
         4C104 Forrestal Building
         1000 Independence Avenue, SW
         Washington, DC 20314
     Notification procedure: Contact individual listed above or Officer-
   in-Charge of field office appropriate to individuals' area of 
   employment.
     Record access procedures: ABMC access procedures are contained in 
   Sec. 407.3
     Contesting record procedures: Contesting Procedures are contained 
   in Sec. 407.9.
     Record source categories: The subject individual; the American 
   Battle Monuments Commission.

   #..ABMC-2

   #....System name: General Financial Records-ABMC.

     System location: American Battle Monuments Commission, 4C104 
   Forrestal Building, 1000 Independence Ave., SW, Washington, DC 20314.
     Categories of individuals covered by the system: Past and present 
   ABMC employees.
     Categories of records in the system: Varied payroll records, 
   including, among other documents, time and attendance cards; payment 
   vouchers; travel vouchers; official travel authorizations; 
   comprehensive listing of employees; health benefits records; requests 
   for deductions; tax forms; W2 forms; overtime requests; leave data; 
   retirement records. Records are used by the ABMC employees to 
   maintain adequate payroll information for ABMC employees and 
   otherwise by the ABMC employees who have a need for the records in 
   the performance of their duties.
     Authority for maintenance of the system: 31 USC generally and Pub. 
   L. 91-175.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: In house; see 
   appendix. Records are also released to GAO for audits and to the 
   Internal Revenue Service for investigation.
       The mnames, social security numbers, home addresses, dates of 
   birth, dates of hire, quarterly earnings, employer identifying 
   information, and State of hire of employees may be disclosed to the 
   Office of Child Support Enforcement, Administration for Children and 
   Families, Department of Health and Human Services for the purpose of 
   locating individuals to establish paternity, establishing and 
   modifying orders of child support, identifying sources of income, and 
   for other child support enforcement actions as required by the 
   Personal Responsibility and Work Opportunity Reconciliation Act 
   (Welfare Reform Law, Pub. L. 104-193).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Paper.
     Retrievability: Manual. Identifier-By name and Social Security 
   Number.
     Safeguards: Stored in metal file containers in guarded building; 
   released only to authorized personnel.
     Retention and disposal: Disposition of records shall be in 
   accordance with HB GSA Records Maintenance and Disposition System 
   (OAD P 1820.2).
     System manager(s) and address: 
         Chief, Accounting Division
         Operations and Finance
         American Battle Monuments Commission
         4C014 Forrestal Building
         1000 Independence Avenue, SW
         Washington, DC 20314
     Notification procedure: Contact individual listed above, or 
   Director, Operations and Finance, American Battle Monuments 
   Commission, 4C014 Forrestal Building, Washington, DC 20314.
     Record access procedures: ABMC access procedures are contained in 
   Sec. 407.3.
     Contesting record procedures: Contesting Record Procedures are 
   contained in Sec. 407.9.
     Record source categories: The subject individual; the American 
   Battle Monuments Commission.

   #..ABMC-3

   #....System name: Informal Personnel Files-ABMC.

     System location: American Battle Monuments Commission, 4C014 
   Forrestal Building, Washington, DC 20314.
     Categories of individuals covered by the system: Members of the 
   Commission and employees.
     Categories of records in the system: General personnel information 
   including position descriptions, training records, performance 
   appraisals, security clearances, employment history, home address, 
   titles, date of birth, grade and salary, age, social security number, 
   home telephone number, resume, letters of recommendation, personal 
   qualifications statement or recommendations for performance 
   recognition.
     Authority for maintenance of the system: 44 USC 3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: In house; see 
   appendix.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Paper
     Retrievability: Manual. Identifier-Name.
     Safeguards: Filed locked, steel cabinets; records available to 
   authorized persons only.
     Retention and disposal: Destroyed after three years of inactivity.
     System manager(s) and address: 
         Director, Personnel and Administration
         American Battle Monuments Commission
         4C104 Forrestal Building
         1000 Independence Avenue, SW
         Washington, DC 20314
     Notification procedure: Contact individual listed above.
     Record access procedures: ABMC access procedures are contained in 
   Sec. 407.3 Rules Safeguarding Personal Information in ABMC Records.
     Contesting record procedures: Contesting record procedures are 
   contained in Sec. 407.9.
     Record source categories: Individual himself; education 
   institution; previous employers; letters of recommendations named by 
   individual himself.

   #..ABMC-4

   #....System name: Conflict of Interest Filed-ABMC.

     System location: American Battle Monuments Commission, 4C014 
   Forrestal Building, 1000 Independence Ave., SW, Washington, DC 20314.
     Categories of individuals covered by the system: ABMC employees.
     Categories of records in the system: Title: `Confidential Report of 
   Employment and Financial Interests' required of certain employees 
   contains a statement of the financial interests of the employee and 
   the members of his immediate family and the employment of the 
   immediate family or any other employment by the ABMC employee.
     Authority for maintenance of the system: 44 USC 3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: In house; see 
   appendix.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Paper.
     Retrievability: Manual. Identifier-Name.
     Safeguards: Filed in locked, steel cabinets; records available to 
   authorized persons only.
     Retention and disposal: Destroyed after two years of inactivity.
     System manager(s) and address: 
         Director, Personnel and Administration
         American Battle Monuments Commission
         4C104 Forrestal Building
         1000 Independence Avenue, SW
         Washington, DC 20314
     Notification procedure: Contact individual listed above.
     Record access procedures: ABMC access procedures are contained in 
   Sec. 407.3 Rules Safeguarding Personal Information in ABMC records.
     Contesting record procedures: Contesting Record Procedures are 
   contained in Sec. 407.9.
     Record source categories: Individual himself and people named by 
   individual to supply information.

                         APPENDIX `Routine Uses'

       1. In the event that a system of records maintained by this 
   agency to carry out its functions indicates a violation or potential 
   violation of law, whether civil, criminal or regulatory in nature, 
   and whether arising by general statute or particular program statute, 
   or by regulation, rule or order issued pursuant thereto, the relevant 
   records in the system or records may be referred, as a routine use, 
   to the appropriate agency, whether federal, state, local or foreign, 
   charged with the responsibility of investigating or prosecuting such 
   violation or charged with enforcing or implementing the statute or 
   rule, regulation or order issued pursuant thereto. 2. A record from 
   this system of records may be disclosed as a `routine use' to a 
   federal state or local agency maintaining civil, criminal or other 
   relevant enforcement information or other pertinent information, such 
   as current licenses, if necessary to obtain information relevant to 
   an agency decision concerning the hiring or retention of an employee, 
   the issuance of a security clearance, the letting of a contract or 
   the issuance of a license, grant or other benefit. 3. A record from 
   this system of records may be disclosed to a federal agency, in 
   response to its request, in connection with the hiring or retention 
   of an employee, the issuance of a security clearance, the reporting 
   of an investigation of an employee, the letting of a contract, or the 
   issuance of a license, grantor or other benefit by the requesting 
   agency, to the extent that the information is relevant and necessary 
   to the requesting agency's decision in the matter. 4. A record from 
   this system of records may be disclosed to an authorized appeal 
   grievance examiner, formal complaints examiner, equal employment 
   opportunity investigator, arbitrator or other duly authorized 
   official engaged in investigation or settlement of a grievance, 
   complaint or appeal filed by an employee. A record from this system 
   of records may be disclosed to the United States Civil Service 
   Commission in accordance with the agency's responsibility for 
   evaluation and oversight of federal personnel management. 5. A record 
   from this system of records may be disclosed to officers and 
   employees of a federal agency for purposes of audit.

   #..ABMC-5

   #....System name: 

       Fund Raising Solicitation Files.
     Security classification::
       None.
     System location: 
       American Battle Monuments Commission, Courthouse Plaza II, Suite 
   500, 2300 Clarendon Boulevard, Arlington, VA 22201.
     Categories of individuals covered by the system: 
       Individuals who respond to requests for contributions to the 
   National World War II Memorial.
     Categories of records in the system: 
       Records documenting contributions, gift acknowledgments and 
   information provided by contributors in memory of the national effort 
   that led to victory in World War II.
       Authority for maintenance of the system:  36 U.S.C. 121, et. 
   seq., generally and Pub. L. 103-32.
   Purpose(s): 
       Records are maintained for the purpose of raising funds for the 
   construction of the National World War II Memorial authorized by Pub. 
   L. 103-32.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       A record maintained in this system of records may be disseminated 
   as a routine use of such record as follows:
       (1) The names, addresses and other information voluntarily 
   provided by contributors and maintained in this system are used to by 
   the Commission to solicit funds from private sources for the 
   construction of the National World War II Memorial authorized by Pub. 
   L. 103-32 and to acknowledge such contributions.
       (2) The records may be made available to contractors or other 
   agents of the Commission in the course of comprehensive fund raising 
   efforts.
       (3) A record may be disclosed in response to a court subpoena, to 
   appropriate parties engaged in litigation or in preparation of 
   possible litigation such as potential witnesses for the purpose of 
   securing their testimony when necessary to courts, magistrate or 
   administrative tribunals, to parties and their attorneys for the 
   purposes of proceeding with litigation or settlement of disputes, to 
   individuals seeking information by using establishing discovery 
   procedures, whether in connection with civil, criminal or regulatory 
   proceedings.
       (4) A record pertaining to an individual may be disclosed to a 
   congressional office, in response to an inquiry which such 
   congressional office presents as being made on behalf of, and at the 
   request of, that individual.
       (5) to facilitate processing Freedom of Information and Privacy 
   Act requests for these records, information may be disclosed to 
   another Federal agency to (a) permit a decision as to access, 
   amendment or correction of records to be made in consultation with or 
   by that agency, or (b) verify the identity of an individual or the 
   accuracy of information submitted by an individual who has requested 

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