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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Safeguards: 
  Records in the system are available only to appropriate personnel in 
  the Office of Equal Opportunity and other designated officials of 
  ACTION with a need for such records in the performance of their 
  duties.
Retention and disposal: 
  Two (2) years after completion of counseling, the files are discarded.
System manager(s) and address:
  Director, Equal Opportunity, ACTION, 1100 Vermont Avenue, NW., 
  Washington, DC 20525.
Notification procedures:
  Request by individuals on whether a record is maintained about 
  himself/herself should be addressed to the System Manager.
Record access procedures: 
  Request for access to these records should be addressed to the System 
  Manager.
Contesting record procedures: 
  Contest to information included in these records should be addressed 
  to the System Manager.
Record source categories: 
  Data in this system is obtained from the following categories of 
  sources: 1. Aggrieved persons, witnesses, etc., in counseling matters. 
  2. Counselors' Reports. 3. Copies of documents relevant to any 
  counseling matters. 4. Correspondence.

<DOC>
 

ACTION

ACTION-10

System name: Discrimination Complaint 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, or program 
  beneficiary who has filed a formal complaint with or against ACTION.
Categories of records in the system: 
  Formal complaints, Reports of Investigation, Counseling documents, 
  case decisions, and relevant correspondence, including settlement 
  agreements.
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 Agency to investigate and adjudicate complaints of 
  discrimination.
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 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 may be disclosed to a 
  Congressional office, in response to any 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 inspections conducted under authority of 44 U.S.C. 2094 and 
  2906.
  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-10).
Policies and practices for storing, retrieving, accessing, retaining and 
    disposing of records in the system: 
Storage: 
  Files are maintained in folders or computer diskettes locked in metal 
  file cabinets when not in immediate use.
Retrievability: 
  Files are retrieved by the complainant's name.
Safeguards: 
  Records in the system are available only to appropriate personnel in 
  Equal Opportunity and other designated officials of ACTION with a need 
  of such records in the performance of their duties.
Retention and disposal: 
  Records are destroyed four (4) years after the close of the case.
System manager(s) and address:
  Director, Equal Opportunity, ACTION, 1100 Vermont Avenue, NW., 
  Washington, DC 20525.
Notification procedures:
  Request by individuals on whether a record is maintained about 
  himself/herself should be addressed to the System Manager.
Record access procedures: 
  Request for access to these records should be addressed to the System 
  Manager.
Contesting record procedures: 
  Contest to information included in these records should be sent to the 
  System Manager.
Record source categories: 
  Data in this system is obtained from the following categories of 
  sources: 1. Complainants, witnesses, etc., in discrimination 
  complaints. 2. Reports of investigations and Counselors' Reports. 3. 
  Copies of documents relevant to any EO investigation. 4. Records of 
  hearings on complaints. 5. Correspondence.
System exempted from certain provisions of the act: 
  None.

<DOC>
 

ACTION

ACTION-11

System name: Employee Pay and Leave Records File.

System location: 
  ACTION, Personnel Management Division, 1100 Vermont Avenue, NW., 
  Washington, DC 20525.
Categories of individuals covered by the system: 
  Persons employed by ACTION.
Categories of records in the system: 
  Personnel actions; employing, promoting and terminating employees; 
  savings bond applications, advises of allotments, IRS tax 
  withholdings, applications, and records regarding collections for 
  overpayments, and time and attendance records.
Authority for maintenance of the system: 
  GAO Policy and Procedures Manual; 31 U.S.C. 66(a); and the Budget and 
  Accounting Procedures Act of 1950.
Routine uses of records maintained in the system, including categories 
    of users and the purposes of such uses: 
  Information from these records is routinely provided: 1. To the 
  Treasury for payroll and savings bonds and other deduction purposes. 
  2. To Internal Revenue Service with regard to tax deductions. 3. To 
  participating insurance companies holding policies with respect to 
  employees of ACTION. 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 metal file cabinets with 
  manipulation proof combination locks. The individual Time and 
  Attendance records maintained by designated timekeepers throughout the 
  agency are stored in metal file cabinets with a key lock or 
  manipulation proof combination lock.
Retrievability: 
  Records are by name in alphabetical order.
Safeguards: 
  Records in the system are available only to employees of ACTION with a 
  need for such records in the performance of their official duties.
Retention and disposal: 
  Records in the system are maintained for three (3) years after the end 
  of the fiscal year in which an employee terminates employment with 
  ACTION, and then retired to the nearest Federal Records Center in 
  accordance with General Accounting Office instructions.
System manager(s) and address:
  Chief, Staff Payroll, ACTION, 1100 Vermont Avenue, NW., Washington, DC 
  20525.
Notification procedures:
  See the Notification paragraph in the Preliminary Statement.
Record access procedures: 
  See the Access and Contest paragraph in the Preliminary Statement.
Contesting record procedures: 
  Same as Record Access Procedures category.
Record source categories: 
  ACTION employee to whom the record pertains.

<DOC>
 

ACTION

ACTION-12

System name: Freedom of Information Act (FOIA) Requests and 
      Privacy Act (PA) Requests File.

System location: 
  ACTION, Administrative and Management Services Division, Management 
  Services Branch, room 3200, 1100 Vermont Avenue, NW., Washington, DC 
  20525.
Categories of individuals covered by the system: 
  Persons who have submitted FOIA and/or PA requests to ACTION.
Categories of records in the system: 
  Formal requests (FOIA/PA), research data, written decisions, and 
  relevant correspondence, including final responses to the requesters.
Authority for maintenance of the system: 
  The Freedom of Information Act of 1966 and The Privacy Act of 1974.
Purpose(s):
  To maintain files of FOIA/PA requests and ACTION's responses.
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 a cabinet locked when not 
  in use.
Retrievability: 
  Records are indexed by number and by year.
Safeguards: 
  Records in the system are available only to the FOIA/PA officer and 
  other designated officials of ACTION with a need of such records in 
  the performance of their duties.
Retention and disposal: 
  Records concerning requests and appeals are destroyed three (3) years 
  after initial request.
System manager(s) and address:
  FOIA/PA Officer, ACTION, room 3200, 1100 Vermont Avenue, NW., 
  Washington, DC 20525.
Notification procedure: 
  See Notification paragraph in the Preliminary Statement.
Record access procedure:
  See Access and Consent paragraph in the Preliminary Statement.
Contesting record procedures: 
  See Access and Contest paragraph in the Preliminary Statement.
Record source categories: 
  Data in this system is obtained from documents submitted by 
  individuals engaging in official FOIA/PA requests as well as from 
  responses issued by officials of ACTION.
System exempted from certain provisions of the act: 
  None.

<DOC>
 

ACTION

ACTION-13

System name: Legal Office Litigation/Correspondence Files.

System location: 
  Office of General Counsel/ACTION, room 9200, 1100 Vermont Avenue, NW., 
  Washington, DC 20525.
Categories of individuals covered by the system: 
  Individuals involved in litigation which requires General Counsel 
  action.
Categories of records in the system: 
  Statements; affidavits/declarations; investigatory and administrative 
  reports; personnel, financial, medical and business records; discovery 
  and discovery responses; motions; orders, rulings; letters; messages; 
  forms; reports; surveys; audits; summons; English translations of 
  foreign documents; photographs; legal opinions; subpoenas; pleadings; 
  memos; related correspondence; briefs; petitions; court records 
  involving litigation; and, related matters.
Authority for maintenance of the system: 
  These records are maintained under the general authority of the Office 
  of the General Counsel to represent the Agency in connection with its 
  dealings with its employees and the general functions of the Office of 
  the General Counsel to provide advice and counsel to the Director of 

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