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....
Contesting record procedures:
Individuals desiring to contest or amend information maintained in
this system of records should write to the System Manager, setting
forth the basis for which the individual believes the record is
incomplete, irrelevant, incorrect or untimely.
Record source categories:
Information in this system of records is obtained from ACTION staff
and official Agency records, current and former employees,
contractors, grantees and their employees, volunteers or former
volunteers in ACTION-funded programs, and from non-ACTION persons and
records, to the extent necessary to carry out Inspector General
investigations authorized by 5 U.S.C. app. 3. Individuals to be
interviewed and records to be examined are selected based on the
nature of the allegations being investigated.
System exempted from certain provisions of the act:
The Office plans to publish an exemption under 5 U.S.C. 552a (j) and
(k).
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ACTION
ACTION-16
System name: Travel Authorization File.
System location:
Accounting and Financial Management Division, ACTION, room 3100, 1100
Vermont Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
ACTION employees or any other person invited to travel at the expense
of the agency.
Categories of records in the system:
The records consist of travel authorizations, vouchers, receipts
payment records, and other materials related to official travel.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, and the Budget and
Accounting Procedures Act of 1950.
Purpose(s):
To record and manage the payment of expenses for official travel.
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 maintained in file folders which are stored in locked
metal cabinets.
Retrievability:
Records are indexed alphabetically by name.
Safeguards:
Records are available only to staff in the Accounting & Financial
Management Division and other appropriate ACTION officials with the
need for such records in the performance of their official duties.
Retention and disposal:
Records are held for three (3) years and then retired to the Federal
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 procedure:
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 engaging in official travel as well as documents issued by
ACTION officials involved with authorizing and managing travel.
System exempted from certain provisions of the act:
None.
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ACTION
ACTION-17
System name: Vendor Name and Identification Number File.
System location:
Accounting and Financial Management Division, ACTION, room 3100, 1100
Vermont Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
All individuals with whom ACTION does business.
Categories of records in the system:
The data recorded includes the name, the taxpayer identification
number, and the address of the entity.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, and the Budget and
Accounting Procedures Act of 1950.
Purpose(s):
To maintain a single list of all entities with which the agency does
business.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Data may be disclosed to the Department of Justice or the General
Accounting Office in connection with attempting to collect debts or to
the Internal Revenue Service in the reporting of disbursements as
required by the Internal Revenue Code. See General Routine Uses
contained in Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Data is stored on magnetic media in a computer system with access
controlled by a security system that requires passwords and
identification of each user.
Retrievability:
Data can be retrieved by taxpayer identification number.
Safeguards:
Access to data stored on magnetic media is controlled by a security
system that requires passwords and identification of each user.
Retention and disposal:
Records are held for three (3) years and then retired to the Federal
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.
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ACTION
ACTION-18
System name: VISTA Volunteer Payroll System File.
System location:
Accounting and Financial Management Division, ACTION, room 3100, 1100
Vermont Avenue, NW., Washington, DC 20525.
Categories of individuals covered by the system:
Current and former VISTA Volunteers.
Categories of records in the system:
Records include names of individuals covered by the system, address,
social security number, data concerning the individual's sex, marital
status, skills, service as a VISTA volunteer, including dates served
and projects served, amounts paid to the volunteer while serving,
amounts overpaid and repayment records of such overpayment.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, and the Budget and
Accounting Procedures Act of 1950.
Purpose(s):
To record payments and allowances to VISTA volunteers.
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.
Information is also disclosed to the Social Security Administration
and the Internal Revenue Service about the funds paid to comply with
legal requirements that enable these agencies to perform their
functions. Data from the system is also disclosed to the Financial
Management Service of the Department of the Treasury to enable
payments to be made.
Policies and practices for storing, retrieving, accessing, retaining and
disposing of records in the system:
Storage:
Manual data is stored alphabetically in filing cabinets that are kept
in a room that is only used for storing such materials. That room is
kept locked except when employees who work with the VISTA payroll
system are using the data. Access to all other individuals is not
allowed. Data is also stored on magnetic media in a computer system
with access controlled by a security system that requires passwords
and identification of each user.
Retrievability:
Data can be retrieved by individual name for manual records or by
social security number for automated records.
Safeguards:
The storage room is kept locked except when employees who work with
the VISTA payroll system are using the data. Access to all other
individuals is not allowed. Access to data stored on magnetic media is
controlled by a security system that requires passwords and
identification of each user.
Retention and disposal:
Records are held for three (3) years and then retired to the Federal
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.
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PRIVACY ACT RULES
ACTION
Title 45-Public Welfare
Chapter XII-ACTION
PART 1224--IMPLEMENTATION OF THE PRIVACY ACT OF 1974
Sec.
1224.1-1 Purpose.
1224.1-2 Policy.
1224.1-3 Definitions.
1224.1-4 Disclosure of records.
1224.1-5 Annual notices.
1224.1-5a New uses of information.
1224.1-6 Reports regarding changes in systems.
1224.1-7 Use of social security account number in records systems
[Reserved].
1224.1-8 Rules of conduct.
1224.1-9 Records systems-Management and control.
1224.1-10 Security of records systems-Manual and automated systems.
1224.1-11 Accounting for disclosure of records.
1224.1-12 Contents of records systems.
1224.1-13 Access to records.
1224.1-14 Specific exemptions.
1224.1-15 Identification of requestors.
1224.1-16 Amendment of records and appeals with respect thereto.
1224.1-17 Denial of access and appeals with respect thereto.
1224.1-19 Inspector General exemptions.
1224.1-18 Fees.
Authority: Pub. L. 93-579, 5 U.S.C. 552a.
Source: 42 FR 54286, Oct. 5, 1977, unless otherwise noted.
Sec. 1224.1-1 Purpose.
The purpose of this part is to set forth the basic policies of ACTION
governing the maintenance of systems of records containing personal
information as defined in the Privacy Act (5 USC 552a). Records included
in this part are those described in aforesaid Act and maintained by
ACTION and/or any component thereof.
Sec. 1224.1-2 Policy.
It is the policy of ACTION to protect, preserve and defend the right
of privacy of any individual as to whom the agency maintains personal
information in any system records and to provide appropriate and
complete access to such records including adequate opportunity to
correct any errors in said records. It is further the policy of the
agency to maintain its records in such a fashion that the information
contained therein is and remains material and relevant to the purposes
for which it is received in order to maintain its records with fairness
to the individuals who are the subject of such records.
Sec. 1224.1-3 Definitions.
(a) ``Record'' means any document or other information about an
individual maintained by the agency whether collected or grouped and
including but not limited to information regarding education, financial
transactions, medical history, criminal or employment history, or any
other personal information which contains the name or other personal
identification number, symbol, etc. assigned to such individual.
(b) ``System of Records'' means a group of any records under the
control of the agency from which information is retrieved by use of the
name of an individual or by some identifying number, symbol, or other
identifying particular of whatsoever kind or nature.
(c) ``Routine Use'' means, with respect to the disclosure of a record,
the use of such record for a purpose which is compatible with the
purpose for which it was collected.
(d) The term ``agency'' means ACTION and/or any component thereof.
(e) The term ``individual'' means any citizen of the United States or
an alien lawfully admitted to permanent residence.
Other Popular 1995 Privacy Act Documents Documents:
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