Home > 1995 Privacy Act Documents > Privacy Act: [ACTION-4] ACTION Domestic Full-Time Volunteer Personnel File....

Privacy Act: [ACTION-4] ACTION Domestic Full-Time Volunteer Personnel File....


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  Records Center.
System manager(s) and address:
  Director, Accounting & Financial Management Division, ACTION, room 
  3100, 1100 Vermont Avenue, NW, Washington, DC 20525.
Notification procedures:
  To determine whether there is a record in the system about an 
  individual, that individual should submit a request in writing to the 
  System Manager giving name, taxpayer identification number, and 
  address.
Record access procedures: 
  See Notification procedures.
Contesting record procedures: 
  Anyone desiring to contest or amend information contained in this 
  system should write to the System Manager and set forth the basis for 
  which the record is believed to be incomplete or incorrect.
Record source categories: 
  Data in this system is obtained from documents submitted by 
  individuals covered by the system as well as documents issued by 
  ACTION officials involved with managing funds.
System exempted from certain provisions of the act: 
  None.

<DOC>
 

ACTION

ACTION-3

System name: ACTION Domestic Full-Time Volunteer Census Master 
      File.

System location: 
  ACTION/VISTA, 1100 Vermont Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system: 
  Any person who has served or is serving as a VISTA Volunteer or other 
  full-time, stipended volunteer under an ACTION program.
Categories of records in the system: 
  The records maintained contain information extracted from the 
  volunteer's application, information about the volunteer's period of 
  service, and information about the volunteer's history with ACTION.
Authority for maintenance of the system: 
  The Domestic Volunteer Service Act of 1973.
Purpose(s):
  The system of records was established to maintain service histories on 
  all current and former VISTA Volunteers and other full-time, stipended 
  volunteers serving in ACTION programs.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: 
  See General Routine Uses contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining and 
    disposing of records in the system: 
Storage: 
  Records are stored on magnetic tape; disks and hard copy are kept in a 
  locked room when not in use.
Retrievability: 
  Records are retrieved by social security number and the first four 
  letters of the Volunteer's last name.
Safeguards: 
  The material on tapes and disks is generally available only to 
  ACTION's Automation Staff and is so coded as to be unavailable to 
  anyone else. Hard copy records are available only to ACTION staff with 
  a need for such records in the performance of their duties.
Retention and disposal: 
  These records are maintained permanently.
System manager(s) and address:
  Director of VISTA, ACTION, 1100 Vermont Avenue, NW, Washington, DC 
  20525.
Notification procedures:
  Volunteers and former Volunteers wishing to determine if this system 
  contains their records should contact the Director of VISTA, ACTION, 
  1100 Vermont Avenue, NW, Washington, DC 20525, providing name, social 
  security number, and dates of volunteer service.
Records access procedures:
  Volunteers and former Volunteers wishing access to information about 
  their records should contact the Director of VISTA, ACTION, 1100 
  Vermont Avenue, NW, Washington, DC 20525.
Contesting record procedures: 
  A Volunteer wishing to amend his/her record may do so by addressing 
  such request to the Director, Administrative and Management Services 
  Division, ACTION, 1100 Vermont Avenue, NW, Washington, DC 20525.
Record source categories: 
  The data is obtained from the Volunteer application and status change 
  and payroll change notices.
System exempted from certain provisions of the act: 
  None.

<DOC>
 

ACTION

ACTION-4

System name: ACTION Domestic Full-Time Volunteer Personnel File.

System location: 
  All ACTION Regional Offices and State Offices.
Categories of individuals covered by the system: 
  All active VISTA Volunteers and any other full-time, stipended 
  Volunteers assigned under an ACTION program.
Categories of records in the system: 
  Records maintained contain Volunteer application and reference forms, 
  volunteer status and payroll information, volunteer travel vouchers, 
  future plans forms, including evaluation of service, and general 
  correspondence.
Authority for maintenance of the system: 
  The Domestic Volunteer Service Act of 1973.
Purpose(s):
  This system of records was established to maintain information on 
  VISTA Volunteers and other full-time ACTION Volunteers while they are 
  assigned to local sponsoring organizations.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: 
  The content of these records may be disclosed to the Volunteers' 
  sponsor concerning placement, performance, support and related 
  matters, as well as to ACTION Regional and State staff and other 
  ACTION officials with a need for such records in the performance of 
  their duties. Also see General Routine Uses contained in Preliminary 
  Statement.
Policies and practices for storing, retrieving, accessing, retaining and 
    disposing of records in the system: 
Storage: 
  Files are maintained in folders in filing cabinets with manipulation 
  proof combination locks, or in a room with a combination lock on the 
  door.
Retrievability: 
  Records are retrievable alphabetically by last name.
Safeguards: 
  Records in the system are available only to appropriate ACTION staff 
  in Regional or State Offices and other appropriate officials of ACTION 
  with the need for such records in the performance of their duties.
Retention and disposal: 
  Records are retained for one (1) year after Volunteer has terminated 
  and then retired to the Federal Records Center where they are 
  maintained for six (6) years.
System manager(s) and address:
  The system manager is the Executive Officer in each ACTION Region.
Notification procedures:
  Volunteers wishing to determine if this system contains their records 
  should contact the ACTION Regional Executive Officer for the Region in 
  which the Volunteer is assigned.
Record access procedures: 
  Volunteers wishing access to information about their records should 
  contact the particular ACTION Regional Executive Officer providing 
  name, social security number, and dates and location of volunteer 
  service.
Contesting record procedures: 
  A Volunteer wishing to amend his/her record may do so by addressing a 
  request to the Director, Administrative and Management Services 
  Division, ACTION, 1100 Vermont Avenue, NW, Washington, DC 20525.
Record source categories: 
  The data is supplied by the Volunteer or through forms signed and 
  executed by the Volunteer, or by ACTION Regional or State Office 
  personnel.
System exempted from certain provisions of the act: 
  None.

<DOC>
 

ACTION

ACTION-5

System name: ACTION Employee and Applicant Records File.

System location: 
  ACTION, Personnel Management Division, 1100 Vermont Avenue, NW, 
  Washington, DC 20525.
Categories of individuals covered by the system: 
  Current and former employees; applicants; any individual involved in a 
  grievance or grievance appeal or who has filed a complaint with the 
  Department of Labor, Federal Labor Relations Council, Federal 
  Mediation and Conciliation Service, or similar organization; and 
  individuals considered for access to classified information.
Categories of records in the system: 
  (1) The Staff Security Files contain investigative information 
  regarding an individual's character, conduct, behavior in the 
  community where he or she lives; loyalty to the U.S. Government; 
  arrests and convictions for any violations against the law; reports or 
  interviews with former supervisors, coworkers, associates, educators, 
  etc., about qualifications of an individual for a specific position; 
  reports of inquiries with law enforcement agencies, former employers, 
  educational institutions attended; and other similar information 
  developed from the above.
  (2) The Grievance, Appeal and Arbitration Files contain copies of 
  petitions, complaints, charges, responses, rebuttals, evidentiary 
  materials, briefs, affidavits, statements, records of hearings and 
  decisions or findings of fact with respect thereto and incidental 
  correspondence regarding complaints and appeals with respect to 
  grievances and arbitration matters.
  (3) The Employees Indebtedness Files contain records which are 
  primarily correspondence regarding alleged indebtedness of ACTION 
  employees, including employees' responses, the agency's response to 
  the employee and/or creditor and administrative correspondence and 
  records relating to agency assistance to the employee in resolving the 
  indebtedness, if appropriate.
  (4) The Employee Reemployment and Repromotion Priority Consideration 
  Files list a person's name and the positions he or she was considered 
  for, dates of consideration and a copy of the individual's latest 
  Standard Form 171 and performance evaluation.
  (5) The Performance Evaluation File consists of the annual performance 
  evaluations of employee performance prepared by supervisors and 
  reviewed by supervisory reviewing officials, together with comments, 
  if any, by the employee evaluated.
  (6) The Management-Union Records System consists of automated data 
  printouts showing an employee's name, grade, series, title, 
  organizational entity and other data which determine inclusion or 
  exclusion from the bargaining unit under the existing union contract. 
  The record also contains a printout showing the amount of dues 
  withheld from each employee who has authorized such withholding, and 
  other related data.
  (7) The Personnel Management System is a computer based record which 
  includes data relating to tenure, benefits eligibility, awards, etc., 
  and other data needed by Personnel and agency managers.
  (8) The Inactive Service Record Card and/or the Personnel History 
  Program contain a record of personnel actions made during employment, 
  forwarding address, reason for leaving, social security number, date 
  of birth, tenure, information regarding date and reason for 
  termination.
Authority for maintenance of the system: 
  The Domestic Volunteer Service Act of 1973, provisions of the Federal 
  Personnel Manual, Executive Orders concerning management relations 
  with employee organizations and Executive Order 10450, and various 
  acts of Congress relating to personnel investigations authorizing the 
  same by the Office of Personnel Management whose responsibility can, 
  under Civil Service regulations and law, be delegated in whole or in 
  part to agencies.
Routine uses of records maintained in the system, including categories 
    of Users and the purposes of such uses: 
  As indicated below, the subsystems incorporate all or some of the 
  published routine uses.
  (1) Staff Security Files--in addition to our general routine uses may 
  be disclosed to the Office of Personnel Management as part of the 
  central personnel investigation records system.
  (2) Grievance, Appeal and Arbitration Records and Files--in addition 
  to our general routine uses may be disclosed and used: (a) To OPM; the 
  Merit System Protection Board; and the Office of Special Counsel, 
  Merit System Protection Board, on request in conjunction with any 
  appeal or in conjunction with its official duties with regard to 
  personnel matters and investigations regarding complaints of Federal 
  employees and applicants. (b) To designated hearing examiners, 
  arbitrators and third-party appellate authorities involved in the 
  hearing or appeal procedures.
  (3) Employees Indebtedness Records and Files--may be released under 
  our routine uses numbers 1, 2, and 3 except that under routine use 
  number 1 records may be released only to an appropriate Federal agency 
  and the records may also be referred to a court of law or an 
  administrative board of hearing on matters related to probation and 
  parole.
  (4) Employee Reemployment and Repromotion Priority Consideration 
  Records and Files--in addition to our general routine uses may be 
  disclosed to (a) OPM as part of the OPM personnel management 
  evaluation system, and (b) to OPM for information concerning 
  reemployment and repromotion rights.
  (5) Performance Evaluation Files--in addition to our general routine 
  uses may be disclosed to OPM in connection with any request for 
  information or inquiry as to Federal personnel regulations.
  (6) Management Union Records--in addition to the general routine uses 
  may be disclosed to and used for: (a) The ACTION employees union for 
  maintenance of its dues and inclusion in the bargaining unit, (b) the 
  Treasury Department for preparation of payroll checks with appropriate 
  withholding of dues, and (c) OPM for reports of management/labor 
  relations.
  (7) Personnel Management Information System--used by agency officials 
  for day-to-day work information; statistical reports without personal 
  identifiers and for in-house reports relating to management. 
  Information contained in this record is reflected in the individual's 
  official personnel folder.
  (8) Inactive Service Record Care File/Personnel History Program--is 
  used by personnel staff to verify service and for day-to-day 
  information.
Policies and practices for storing, retrieving, accessing, retaining and 
    disposing of records in the system: 
Storage: 
  Records are maintained in file folders, floppy disks, lists or 
  looseleaf binders and are stored in metal file cabinets with a lock or 
  in secured rooms with access limited to those employees whose duties 
  require access. Where data is obtained via computer, controlled access 
  is maintained through computer security control procedures.
Retrievability: 
  Records are indexed by name, social security number or employee 
  number.
Safeguards: 
  Records are generally available to ACTION employees having a need for 
  such records in the performance of their duties. Generally, the 
  Security Files are available only to office heads or security 
  personnel. Such personnel must have an appropriate security clearance.
Retention and disposal: 
  After termination, death or retirement or consideration of an 
  applicant, the Staff Security Files are kept in the security office 
  three (3) years and then retired to a Federal Records Center for 
  twenty-seven (27) years and then destroyed. The Grievances, Appeals 
  and Arbitration Files are retained indefinitely in the Personnel 
  Management Division. The Employee Indebtedness Files are destroyed on 
  a bi-annual basis or when the problem is resolved. The Employee 
  Reemployment and Repromotion Priority Consideration Files are retained 
  according to length of reemployment or repromotion eligibility. The 
  Performance Evaluation Files are retained one year or until 

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