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

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ARMS CONTROL AND DISARMAMENT AGENCY

TABLE OF CONTENTS

  Prefatory Statement of Routine Uses
  ACDA--1 Official Personnel Records
  ACDA--2 Pending Personnel Files
  ACDA--3 Security Records
  ACDA--4 Statements by Principals during the Strategic Arms Limitation 
  Talks, Mutual Balanced Force Reduction Negotiations, and the Standing 
  Consultative Committee
  ACDA--5 Top Secret Document Control File
  ACDA--6 Document Classifier Data Index
  ACDA--7 Congressional Information and Attitudes File
  ACDA--8 External Contracts (Other than Small Purchases)
  ACDA--9 Privacy Act Requests File
  ACDA--10 Freedom of Information Act Requests
  ACDA--11 World Military Expenditures Mailing List
  ACDA--12 ACDA Mailing List
  ACDA--13 Travel Authorization File
  ACDA--14 Confidential Statement of Employment and Financial Interests 
  Records
  ACDA--16 Grievance Records
  ACDA--17 ACDA Integrated Retrieval System

                   Prefatory Statement of Routine Uses

  The following uses apply to, and are incorporated by reference into, 
  each system of records as indicated in the parenthesis which follows 
  each routine use:
  1. Disclosure may be made to a congressional office as a routine use 
  from the record of an individual in response to an inquiry from the 
  congressional office made at the request of that individual. (All ACDA 
  systems of records)
  2. A record from this system of records may be disclosed to officers 
  and employees of a Federal agency for purposes of audit. (All ACDA 
  systems of records)
  3. A record from this system of records may be disclosed to officers 
  and employees of the General Services Administration in connection 
  with administrative services provided to this agency under agreement 
  with GSA. (All ACDA systems of records)
  4. In the event that these records indicate 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 of 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. (ACDA systems of 
  records--numbers 1, 2, 3, 5, 6, 8, 9, 13, 14, 15, 16, 17)
  5. 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. (ACDA 
  systems of records--numbers 1, 2, 3, 5, 6, 8, 9, 13, 14, 15, 16)
  6. 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, grant or other benefit by the 
  requesting agency, to the extent that the information is relevant and 
  necessary to the requesting agency's decision on the matter. (ACDA 
  systems of records--numbers 1, 2, 3, 5, 6, 8, 9, 13, 14, 15, 16)
  7. 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. (ACDA systems of 
  records--numbers 1, 3, 5, 6, 8, 13, 14, 16)
  8. A record from this system or records may be disclosed to the Office 
  of Personnel Management in accordance with that agency's 
  responsibility for evaluation and oversight of Federal personnel 
  management. (ACDA systems of records--numbers 1, 2, 3, 8, 13, 14, 16)
  9. The information contained in this system of records will be 
  disclosed to the Office of Management and Budget in connection with 
  the review of private relief legislation as set forth in OMB Circular 
  No. A-19 at any stage of the legislative coordination and clearance 
  process as set forth in that circular. (ACDA systems of records--
  numbers 1, 3, 8, 13, 14, 15, 16)

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ARMS CONTROL AND DISARMAMENT AGENCY

ACDA--1

System name: Official Personnel Records--ACDA.

System location: Agency Headquarters, Department of State Building, 320 
    21st St., NW, Washington, DC 20451
Categories of individuals covered by the system: All ACDA personnel, 
    including consultants.
Categories of records in the system: Records relating to employment, 
    including but not limited to personal qualifications statement, 
    performance rating, personnel actions, insurance and conflict of 
    interest, except to the extent controlled by the CSC.
Authority for maintenance of the system: Executive order 10561.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: Available to ACDA management 
    officials for use in evaluating performance and entitlement to 
    rights under the Federal Personnel System. Also generally available 
    to management officials in other agencies in connection with pre-
    employment verification.
  Disclosure may be made to financial and credit institutions for loan 
  and credit purposes to verify the employee's employment with ACDA, 
  date of employment, present and past positions, titles, grades, 
  salaries, and duty stations.
  Routine uses of records maintained in this system shall include 
  providing a copy of 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 jurisidiction 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 are incorporated 
  by reference into, this system of records.
Policies and practices for storing, retrieving, accessing, retaining, 
    and disposing of records in the system: The policies and practices 
    of the agency regarding storage, retrievability, access control, 
    retention and disposal of these records are directed by the Civil 
    Service Commission in accordance with Federal Personnel Manual 
    Supplement 296-31.
Storage: Same as above.
Retrievability: Same as above.
Safeguards: Same as above.
Retention and disposal: Same as above.
System manager(s) and address: Personnel Officer, Rm. 5720.
Notification procedure: Privacy Act Officer, Rm. 5534.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Both internal agency sources and other federal 
    agencies which have previously employed an ACDA employee.

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ARMS CONTROL AND DISARMAMENT AGENCY

ACDA--2

System name: Pending Personnel Files--ACDA.

System location: Agency Headquarters.
Categories of individuals covered by the system: All individuals 
    currently under consideration for employment, including pending 
    consultants.
Categories of records in the system: Forms relating to employment, 
    including but not limited to personal qualifications statement, 
    resume, and tenure, health insurance and life insurance forms.
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: Used by ACDA management for 
    the evaluation of employment potential and to establish entitlement 
    to rights under the Federal Personnel System.
  Also see the Prefatory Statement of Routine Uses; the routine uses 
  numbered 1, 2, 3, 4, 5, 6, and 8, 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 individual.
Safeguards: Records are maintained in a bar-lock steel cabinet.
Retention and disposal: Records are maintained only until a final 
    decision is made regarding employment and are then either destroyed 
    or replaced by an official personnel folder; access limited to ACDA 
    management on a need-to-know basis.
System manager(s) and address: Personnel Officer, Rm. 5720.
Notification procedure: Privacy Act Officer, Rm. 5534.
Record access procedures: Privacy Act Officer, Rm. 5534.
Contesting record procedures: Same as above.
Record source categories: Individual on whom the record is maintained, 
    previous employers, internal agency sources.

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ARMS CONTROL AND DISARMAMENT AGENCY

ACDA--3

System name: Security Records--ACDA.

System location: Agency Headquarters.
Categories of individuals covered by the system: All current and former 
    ACDA employees, including employees of contractors.
Categories of records in the system: Contains questionnaires completed 
    by the individual. Personal qualifications statement, AEC1 (Parts I 
    & II), AEC--0115 security acknowledgement, release forms. Contains 
    forms relating to security clearances, including letter requesting 
    investigation, investigative reports, memo of security clearance, 
    notification of ``Q'' clearance, reports of security violations and 
    classified visit requests, may also contain memo of medical 
    determination and memo advising of eligibility for special 
    clearances.
Authority for maintenance of the system: 22 U.S.C. 2585
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: Used by a limited number of 
    ACDA management officials and management officials of other agencies 
    to evaluate employment potential, suitability for federal 
    employment, and access to classified information.
  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 systems:
Storage: Maintained in standard file folders.
Retrievability: By last name of individual.
Safeguards: Files maintained in accordance with the strictest security 
    requirements applicable to classified documents, records maintained 
    in a three-way combination lock steel container, access only on a 
    need-to-know basis, based on the above routine uses.
Retention and disposal: Records once established are indefinitely.
System manager(s) and address: Chief of Security, Rm 5731.
Notification procedure: Privacy Act Officer, Rm. 5534.
Record access procedures: Same as above.
Contesting record procedures: Same as above.
Record source categories: Federal investigative agencies, State 
    Department Medical Bureau, individual on whom the record is 
    maintained, internal agency sources.
Systems exempted from certain provisions of the act: Investigatory 
    material compiled solely for the purpose of determining suitability, 
    eligibility, or qualifications for federal civilian employment, 
    military service, federal contacts, or access to classified 
    information is exempted from the provisions of the act, in 
    accordance with subsection (K)(5) of the act and section 603.7(a(3) 
    of the agency regulations concurrently published, but only to the 
    extent that the disclosure of such material would reveal the 
    identity of a source who furnished information to the government 
    under an express promise that the identity of the source would be 
    held in confidence, or, prior to the effective date of this section, 
    under an implied promise that the identity of the source would be 
    held in confidence. Investigatory material compiled for law 
    enforcement purpose is also exempted from the provisions of the act, 
    in accordance with subsection (K)(2) of the act and section 
    603.7(a)(2) of the agency regulations concurrently published, 
    provided however that if any individual is denied any right, 
    privilege, or benefit to which he would otherwise be entitled by 
    federal law, or for which he would otherwise be eligible, as a 
    result of the maintenance of such material, such material shall be 
    provided to such individual, except to the extent that the 
    disclosure of such material would reveal the identity of a source 
    who furnished information to the government under an express promise 
    that the identity of the source would be held in confidence, or, 
    prior to the effective date of this section, under an implied 
    promise that the identity of the source would be held in confidence.

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ARMS CONTROL AND DISARMAMENT AGENCY

ACDA--4

System name: Statements by Principals During the Strategic Arms 
      Limitation Talks, Mutual Balanced Force Reduction Negotiations, 
      and the Standing Consultative Committee--ACDA.

System location: Agency Headquarters.
Categories of individuals covered by the system: Members of Delegations 
    of U.S. and foreign governments concerned with the subject 
    negotiations.
Categories of records in the system: Transcripts of official statements 
    made by principals in negotiating sessions.
Authority for maintenance of the system: 22 U.S.C. 2551; Executive Order 
    11044, Sec. 4.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: Available as necessary 
    background material to ACDA officers and management officials of 
    other agencies concerned with the formulation and implementation of 
    U.S. Arms Control objectives.
  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, 

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