Home > 1995 Privacy Act Documents > Privacy Act: [ACDA--3] Security Records--ACDA....Privacy Act: [ACDA--3] Security Records--ACDA....
ACDA--12
System name: ACDA Mailing List.
System location: State Department Computer Bank, Department of State
Building, 320 21st St., NW, Washington, DC 20451.
Categories of individuals covered by the system: Requesters of
information on arms control and related affairs.
Authority for maintenance of the system: 22 U.S.C. 2551.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Available to Agency
officials for use in disseminating public information and
publications concerning arms control and related affairs.
Also see the Prefatory Statement of Routine Uses; the routine uses
numbered 1, 2, and 3, apply to, and are incorporated by reference
into, this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained on computer tape.
Retrievability: By last name of requester.
Safeguards: Records are maintained in a computer which has limited
access for official use only by authorized personnel.
Retention and disposal: Records are maintained for two years at which
time the individuals are sent an address card which must be filled
out and returned or the name and address of the individual concerned
will be removed from the list.
System manager(s) and address: Deputy Public Affairs Advisor, Rm. 4936.
Notification procedure: Privacy Act Officer, Rm. 5534.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Authors of requests for information on arms
control and related affairs.
<DOC>
ARMS CONTROL AND DISARMAMENT AGENCY
ACDA--13
System name: Travel Authorization File--ACDA.
System location: Agency Headquarters, Department of State Building, 230
21st St., NW, Washington, DC 20451.
Categories of individuals covered by the system: Any individuals who
travel on Agency business.
Categories of records in the system: Travel authorizations and completed
travel vouchers.
Authority for maintenance of the system: 31 U.S.C. 200; 31 U.S.C. 66a.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Available to Agency
officials for use in monitoring official Agency travel.
Routine uses of records maintained in this system shall include
providing a copy fo an employee's Department of the Treasury Form W-2,
Wage and Tax Statement, to the State, city or other local jurisdiction
which is authorized to tax the employee's compensation. The record
will be provided in accordance with a withholding agreement between
the State, city, or other local jurisdiction and the Department of the
Treasury pursuant to 5 U.S.C. 5516, 5517, or 5520, or in the absence
thereof, in response to a written request from an appropriate official
of the taxing jurisdiction to the Executive Officer, U.S. Arms Control
and Disarmament Agency, 320 21st St., NW, Washington, DC 20451. The
request must include a copy of the applicable statute or ordinance
authorizing the taxation of compensation and should indicate whether
the authority of the jurisdiction to tax the employee is based on
place of residence, place of employment, or both. Pursuant to a
withholding agreement between a city and the Department of the
Treasury (5 U.S.C. 5520), copies of executed city tax withholding
certificates shall be furnished the city in response to a written
request from an appropriate city Official to the Executive Officer of
the Agency. In the absence of a withholding agreement, the social
security number will be furnished only to a taxing jurisdiction which
has furnished this agency with evidence of its independent authority
to compel disclosure of the social security number, in accordance with
section 7 of the Privacy Act, Pub. L. 93-579.
Also see the Prefatory Statement of Routine Uses; the routine uses
numbered 1, 2, 3, 4, 5, 6, 7, 8, and 9, apply to, and the incorporated
by reference into, this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in standard file folders.
Retrievability: By last name of traveler.
Safeguards: Records are maintained in a bar-lock steel cabinet.
Retention and disposal: Records are maintained three years.
System manager(s) and address: Budget Officer, State Department Annex
No. 6, Rm. 805.
Notification procedure: Privacy Act Officer, Rm. 5534.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Individuals who travel on official Agency
business.
<DOC>
ARMS CONTROL AND DISARMAMENT AGENCY
ACDA--14
System name: Confidential Statement of Employment and Financial
Interests Records--ACDA.
System location: Agency Headquarters, Department of State Building, 320
21st St., NW, Washington, DC 20451.
Categories of individuals covered by the system: Special Government
employees (consultants) of the Agency and individuals occupying
positions listed in 22 CFR 606.735-71(a).
Categories of records in the system: Statements of Employment and
Financial Interests and letters and memoranda relating thereto,
except to the extent controlled by the CSC.
Authority for maintenance of the system: Executive Order 11222.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Available to the Agency
Ethics Counselor and Deputy Ethics Counsel and to other Agency
personnel on a need-to-know basis as may be required in the
performance of their duties. Records in the system may also be used
as follows, except that information form a statement may be
disclosed only upon the determination of the CSC or the ACDA
Director that such disclosure is for good cause shown;
Also see the Prefatory Statement of Routine Uses; the routine uses
numbered 1, 2, 3, 4, 5, 6, 7, 8, and 9, apply to, and are incorporated
by reference into, this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in standard file folders.
Retrievability: By last name of employee.
Safeguards: Records are maintained in a three-way combination lock steel
container located in the office of the Deputy Ethics Counselor.
Retention and disposal: Records are maintained indefinitely.
System manager(s) and address: Ethics Counselor, Rm. 5534.
Notification procedure: Privacy Act Officer, Rm. 5534.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Individuals who file Confidential Statements
of Employment and Financial Interests with the Agency.
<DOC>
ARMS CONTROL AND DISARMAMENT AGENCY
ACDA-16
System name: Grievance Records--ACDA.
System location: Agency Headquarters, Department of State Building, 320
21st Street NW, Washington, DC 20451
Categories of individuals covered by the system: Current or former ACDA
employees who have submitted grievances with ACDA.
Categories of records in the system: Records relating to grievances
filed by current or former ACDA employees with ACDA. The system
contains all documents related to the grievance, including
statements of witnesses, reports of interviews and hearings,
examiner's findings and recommendations, a copy of the original and
final decision, and related correspondence and exhibits.
Authority for maintenance of the system: 22 U.S.C. 2581.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Available to ACDA officials
in the course of processing a grievance.
Additionally these records may be used:
To disclose information to any source from which additional
information is requested in the course of processing a grievance to
the extent necessary to identify the individual, inform the source of
the purpose(s) of the request and identify the type of information
requested;
To disclose information to another Federal agency or to a court when
the Government is party to a judicial proceeding before the court;
To disclose in response to a request for discovery or for appearance
of a witness, information that is relevant to the subject matter
involved in a pending judicial or administrative proceeding;
To provide information to officials of labor organizations recognized
under the Civil Service Reform Act when relevant and necessary to
their duties of exclusive representation concerning personnel
policies, practices, and matters affecting work conditions.
Also see the Prefatory Statement of Routine Uses; the routine uses
numbered 1, 2, 3, 4, 5, 6, 7, 8, and 9 apply to, and are incorporated
by reference into, this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained in standard file folders.
Retrievability: Filed by last name.
Safeguards: Maintained in lockable metal filing cabinets to which only
authorized personnel have access.
Retention and disposal: These records are disposed of three years after
closing of the case. Disposal is by shredding or burning.
System manager(s) and address: Personnel Officer, Room 5720.
Notification procedure: It is required that individuals submitting
grievances be provided a copy of the record under the grievance
process. However, they may contact the Privacy Act Officer, Room
5534, regarding the existence of such records on them.
Record access procedures: It is required that individuals submitting
grievances be provided a copy of the record under the grievance
process. However, after the action has been closed, an individual
may contact the Privacy Act Officer, Room 5534, for access to the
official copy of the file.
Contesting record procedures: Review of requests from individuals
seeking amendment of their records which have been the subject of a
judicial or quasi-judicial action will be limited in scope. Review
of amendment requests of these records will be restricted to
determining if the record accurately documents the action of the
agency ruling on the case, and will not include a review of the
merits of the action, determination, or finding.
Individuals wishing to request amendment to their records to correct
factual errors should contact the Privacy Act Officer, Room 5534.
Record source categories: Information in this system of records is
provided:
a. By the individual on whom the record is maintained.
b. By testimony of witnesses.
c. By agency officials.
d. From related correspondence from organizations or persons.
<DOC>
ARMS CONTROL AND DISARMAMENT AGENCY
ACDA-17
System name: ACDA Integrated Retrieval System.
System location: Agency Headquarters, Department of State Building, 320
21st Street NW, Washington, DC 20451.
Categories of individuals covered by the system: ACDA employees, former
ACDA employees, other U.S. government employees, and individuals who
originate, hold, are working on, have been assigned action on, or
are responsible for important documents. Individuals who
participated in negotiations, diplomatic or interagency meetings and
whose names appear in documents reporting on such activities.
Authors of published works and public documents.
Categories of records in the system: An index of important documents of
all ACDA bureaus and offices and of certain published works and
public documents on arms control matters.
Authority for maintenance of the system: 22 U.S.C. 2581.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses: Available to ACDA employees.
Other U.S. government employees, and a limited number of other
individuals with a need to know may be allowed access on a case by
case basis. Access will be in order to: Identify, locate, and
retrieve important documents; obtain information as to individuals
who originate, hold, are working on, have been assigned action on,
or are responsible for important documents; obtain information as to
individual participants in negotiations, diplomatic or interagency
meetings.
These records may be used to disclose information to any source
seeking information in order to identify, locate, or retrieve
documents indexed in the system.
These records may also be used to disclose information to any source
from which additional information is requested in the course of
identifying, locating, or retrieving documents indexed in the system.
Also see the Prefatory Statement of Routine Uses; the routine uses
numbered 1, 2, 3, and 4 apply to, and are incorporated by reference
into, this system of records.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage: Maintained on computer disk files and tape.
Retrievability: Indexed by several data elements, including last name of
individuals who originate, hold, are working on, have been assigned
action on, or are responsible for documents. Also by last name of
individuals who participated in negotiations, diplomatic or
interagency meetings, and whose names appear in documents reporting
on such activities.
Safeguards: Access limited to ACDA employees. Other government
employees, and a limited number of other individuals with a need to
know may be allowed access on a case by case basis. Additionally,
familiarity with passwords and their relationships will be needed to
operate the system. Passwords will be frequently changed. The
computer is in a locked, safeguarded area in a building with twenty-
four hour security.
Retention and disposal: These records are retained indefinitely.
System manager(s) and address: Chief, Operation Analysis Office, U.S.
Arms Control and Disarmament Agency, Washington, DC 20451.
Notification procedure: Privacy Act Officer, Room 5534.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Information in this system of records will be
obtained by indexers from a wide selection of official documents,
reports of negotiations, memoranda of conversations, internal
memoranda, cables, published works, and public documents.
<DOC>
PRIVACY ACT RULES
ARMS CONTROL AND DISARMAMENT AGENCY
Title 22-Foreign Relations
Chapter VI-United States Arms Control and Disarmament Agency
PART 603--PRIVACY ACT POLICY AND PROCEDURES
Sec.
603.1 Purpose and scope.
603.2 Definitions.
603.3 Policy.
603.4 Requests for determination of existence of records.
603.5 Requests for disclosure to an individual of records pertaining to
Other Popular 1995 Privacy Act Documents Documents:
|
| GovRecords.org presents information on various agencies of the United States Government. Even though all information is believed to be credible and accurate, no guarantees are made on the complete accuracy of our government records archive. Care should be taken to verify the information presented by responsible parties. Please see our reference page for congressional, presidential, and judicial branch contact information. GovRecords.org values visitor privacy. Please see the privacy page for more information. |
 |