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Privacy Act: [ACDA--3] Security Records--ACDA....


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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 

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