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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  superseded. The Personnel Management Information system records and 
  the Inactive Employee Service Record Cards/Personnel Program data are 
  kept indefinitely in the Personnel Management Division. The 
  management-Union Lists are retained until superseded by a corrected or 
  updated list.
System manager(s) and address:
  Director, Personnel Management Division, ACTION, 1100 Vermont Avenue, 
  NW, Washington, DC 20525.
Notification procedures:
  See the Notification paragraph in the Preliminary Statement.
Record access procedures: 
  See the Notification paragraph in the Preliminary Statement.
Contesting record source categories:
  Same as ``Record Access Procedures''.
Record source categories: 
  From the individual, the official personnel folder, statistical and 
  other information developed by Personnel Management Division staff, 
  such as enter on duty date and within grade increase due dates; agency 
  supervisors and reviewing officials; individual employee fiscal and 
  payroll records; alleged creditors of employees; witnesses to 
  occurrences giving rise to a grievance, appeal or other action; 
  hearing records and affidavits and other documents used or usable in 
  connection with grievance, appeal and arbitration hearings. 
  Information contained in the Staff Security files is obtained from (a) 
  applications and other personnel and security forms furnished by the 
  individual, (b) investigative material furnished by other Federal 
  agencies, (c) by personal investigation or written inquiry from 
  associates, police departments, courts, credit bureaus, medical 
  records, probation officials, prison officials, and other sources as 
  may be developed from the above, and (d) from the individual.

<DOC>
 

ACTION

ACTION-6

System name: ACTION Employees/Volunteers Occupational Injury/
      Illness Reports and Claims File.

System location: 
  Headquarters, ACTION, room 5100, 1100 Vermont Avenue, NW, Washington, 
  DC 20525.
Categories of individuals covered by the system: 
  ACTION staff persons and full-time Volunteers.
Categories of records in the system: 
  Reports of work related injuries and illnesses and claims for workers' 
  compensation submitted to Department of Labor.
Authority for maintenance of the system: 
  Federal Employees Compensation Act and OSHA Act.
Purpose(s):
  To maintain injury/illness reports data, to file and submit workers' 
  compensation claims on behalf of ACTION staff and full-time 
  Volunteers.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: 
  To determine annual work related injury/illness data re: ACTION staff, 
  and to identify trends if possible. To prepare and submit workers' 
  compensation claims. Additionally, please see General Routine Uses 
  contained in Preliminary Statement.
Policies and practices for storing, retrieving, access, retaining and 
    disposing of records in the system: 
Storage: 
  Files are maintained in folders in metal file cabinet with tamper 
  proof combination lock.
Retrievability: 
  Records are maintained by name in alphabetical sequence.
Safeguards: 
  Records are available only to claimants and ACTION Staff who 
  demonstrate a need to know.
Retention and disposal: 
  Official Files are kept seven (7) years following year of occurrence. 
  Disposal of records is by shredding.
System manager(s) and address:
  OWCP Liaison, ACTION, 1100 Vermont Avenue, NW, Washington, DC 20525.
Notification procedures:
  Send to address listed. Claimant writes request for data.
Record access procedures: 
  Requester should give OWCP claim number, but it is not mandatory. Data 
  requests may be requested in the name of injured employee/volunteer.
Contesting record procedures: 
  Claimant or injured employee/volunteer may submit any data deemed 
  relevant to the case to address listed.
Record source categories: 
  Individual who suffers work related injury/illness submits any 
  pertinent data necessary: Medical reports, witness statements, time 
  and attendance records, medical bills, legal briefs.
System exempted from certain provisions of the act: 
  None.

<DOC>
 

ACTION

ACTION-7

System name: ACTION Travel Files.

System location: 
  ACTION, 1100 Vermont Avenue, NW, room 2116, Washington, DC 20525.
Categories of individuals covered by the system: 
  All ACTION Staff, Consultants, Invitational travelers and Relocated 
  Staff.
Categories of records in the system: 
  Individuals' records and special event records.
Authority for maintenance of the system: 
  The Domestic Volunteer Service Act of 1973.
Purpose(s):
  To maintain travel files on all persons traveling on official ACTION 
  business.
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: 
  Files are maintained in individual folders in a locked metal file 
  cabinet when not in immediate use.
Retrievability: 
  Individual's name in alphabetical order and Travel Authorization 
  number.
Safeguards: 
  Access only to appropriate personnel and ACTION officials. The metal 
  travel file cabinet is always under lock and key.
Retention and disposal: 
  Retention three (3) years--Disposal by shredding.
System manager(s) and address:
  Budget/Travel Analyst, ACTION, MB/AMS, 1100 Vermont Avenue, NW, 
  Washington, DC 20525.
Notification procedures:
  Send to address listed.
Record access procedures: 
  Budget/Travel Analyst, ACTION, MB/AMS, 1100 Vermont Avenue, NW, 
  Washington, DC 20525.
Contesting record procedures: 
  Send to address listed.
Record source categories: 
  Submitted by ACTION employees, etc.
Systems exempted from certain provisions of the act: 
  None.

<DOC>
 

ACTION

ACTION-8

System name: Conflict of Interest Records File.

System location: 
  Office of General Counsel/ACTION, room 9200, 1100 Vermont Avenue, NW, 
  Washington, DC 20525.
Categories of individuals covered by the system: 
  Employees, contractors, consultants and other persons employed by or 
  dealing with ACTION.
Categories of records in the system: 
  Statement of personal and family interests in business enterprise, 
  public and confidential disclosure of financial interests, and 
  correspondence with respect thereto including opinions of counsel and 
  confirmation materials.
Authority for maintenance of the system: 
  5 CFR 735.401 and E.O. 11222(5865)
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: 
  Files are kept in separate file folders in cabinets in a room locked 
  when not in use.
Retrievability: 
  Records are indexed alphabetically and by year.
Safeguards: 
  Records are generally available only to attorneys and other personnel 
  of the Office of General Counsel and to designated ACTION officials 
  having a need for such knowledge in the performance of their official 
  duties.
Retention and disposal: 
  Records are destroyed when six (6) years old; except that documents 
  needed in an on-going investigation will be retained until no longer 
  needed in the investigation.
System manager(s) and address:
  General Counsel/ACTION, room 9200, 1100 Vermont Avenue, NW, 
  Washington, DC 20525.
Record source categories: 
  Data is obtained from the following categories of sources: 1. 
  Employees of ACTION. 2. Work product of attorneys for ACTION.

<DOC>
 

ACTION

ACTION-9

System name: Counselors' Report Files.

System location: 
  Director, Equal Opportunity, ACTION, 1100 Vermont Avenue, NW., 
  Washington, DC 20525.
Categories of individuals covered by the system: 
  Any employee or applicant for employment, volunteer or applicant or 
  trainee for volunteer status, or employee of a grantee who has 
  contacted an ACTION Equal Opportunity Counselor for counseling but has 
  not filed a formal discrimination complaint.
Categories of records in the system: 
  Counselors' Reports, Privacy Act notice, confidentiality agreement, 
  notice to members of collective bargaining agreement, notice of final 
  interview, notes and correspondence, and copies of personnel records 
  or other documents relevant to the matter presented to the Counselor, 
  and any other records relating to the counseling instance.
Authority for maintenance of the system: 
  Titles VI and VII of the Civil Rights Act of 1964, as amended; Age 
  Discrimination in Employment Act, as amended; Rehabilitation Act of 
  1973, as amended; Title IX of the Education Amendments of 1972, as 
  amended; Domestic Volunteer Service Act of 1973, as amended; Age 
  Discrimination Act, as amended.
Purpose(s):
  To enable Equal Opportunity Counselors to look into matters brought to 
  their attention, provide counseling, and attempt to resolve the 
  matter.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: 
  1. Referral or disclosure: (1) To a Federal, state, or local agency 
  charged with the responsibility of investigating, enforcing, or 
  implementing the statute, rule, regulation, or order; (2) to an 
  investigator, Counselor, grantee or other recipient of Federal 
  financial assistance, or hearing officer or arbitrator charged with 
  the above responsibilities; (3) any and all appropriate and necessary 
  uses of such records in a court of law or before an administrative 
  board or hearing; and (4) such other referrals as may be necessary to 
  carry out the enforcement and implementation of the statutes, rules, 
  regulations, or orders.
  2. Disclosure to the Congressional committees having legislative 
  jurisdiction over the program involved, including when actions are 
  proposed to be undertaken by suspending or terminating or refusing to 
  grant or to continue Federal financial assistance for violation of the 
  statutes, rules, regulations, or orders for recipients of Federal 
  financial assistance from ACTION.
  3. Disclosure to any source, either private or governmental, to the 
  extent necessary to secure from source information relevant to, and 
  sought in furtherance of, a legitimate investigation or EO counseling 
  matter.
  4. Disclosure to a contractor, grantee or other recipient of Federal 
  financial assistance, when the record to be released reflects serious 
  inadequacies with the recipient's personnel, and disclosure of the 
  record is for the purpose of permitting the recipient to effect 
  corrective action in the Government's best interests.
  5. Disclosure to any party pursuant to the receipt of a valid 
  subpoena.
  6. Disclosure during the course of presenting evidence to a court, 
  magistrate or administrative tribunal of appropriate jurisdiction and 
  such disclosure shall include disclosures to opposing counsel in the 
  course of settlement negotiations.
  7. Disclosure to a member of Congress submitting a request involving 
  an individual who is a constituent of such member who has requested 
  assistance from the member with respect to the subject matter of the 
  record.
  8. Information in any system may be used as a data source, for 
  management information, for the production of summary descriptive 
  statistics and analytical studies in support of the function for which 
  the records are collected and maintained, or for related personnel 
  management functions or manpower studies. Information may also be 
  disclosed to respond to general requests for statistical information 
  (without personal identification of individuals) under the Freedom of 
  Information Act.
  9. Information in any system of records to be disclosed to a 
  Congressional office, in response to an inquiry from any such office, 
  made at the request of the individual to whom the record pertains.
  10. A record from any system of records may be disclosed as a routine 
  use of the National Archives and Records Administration, in records 
  management inspection conducted under authority of 44 U.S.C. 209 and 
  290.
  11. Referral to Federal, state, local and professional licensing 
  authorities when the record to be released reflects on the moral, 
  educational, or vocational qualifications of an individual seeking to 
  be licensed.
  12. Disclosure to the Office of Government Ethics (OGE) for any 
  purpose consistent with OGE's mission, including the compilation of 
  statistical data.
  13. Disclosure to the Department of Justice in order to obtain the 
  Department's advice regarding ACTION's disclosure obligations under 
  the Freedom of Information Act.
  14. Disclosure to the Office of Management and Budget (OMB) or the 
  Equal Employment Opportunity Commission (EEOC) in order to obtain 
  OMB's advice regarding ACTION's obligations under the Privacy Act.

  Note: The Agency-wide statement of general routine uses does not apply 
  to this system of records (ACTION-9).
Policies and practices for storing, retrieving, accessing, retaining and 
    disposing of records in the system: 
Storage: 
  Files are maintained in folders or computer diskettes and locked in 
  metal file cabinets when not in immediate use.
Retrievability: 
  Retrievability is by the name of the person who contacted the 
  Counselor.

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