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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ACTION
Notice of Systems of Records--Preliminary Statement
The term Agency when used in this notice refers to ACTION.
Operating Units--The names of the operating units within the Agency to
which a particular system or records pertains are listed under the
system manager and address section of each system notice.
Official Personnel Files--Official personnel files of Federal
employees in the General Schedule in the custody of the Agency are
considered the property of the Office of Personnel Management. Access
to such files shall be in accordance with such notices published by
OPM. Access to such files in the custody of the Agency will be granted
to individuals to whom such files pertain upon request to the
Director, Personnel Management Division, ACTION, 1100 Vermont Avenue,
NW, Washington, DC 20525.
Various offices in the Agency maintain files which contain copies of
miscellaneous personnel material affecting ACTION employees. These
include copies of standard personnel forms, evaluation forms, etc.
These files are kept only for immediate office reference and are
considered by the Agency to be part of the personnel file system. The
Agency's internal regulations provide that such information is a part
of the general personnel files and can be disclosed only through the
Director, ACTION Personnel Management Division, in order that he or
she may insure that any material to be disclosed is relevant, current,
and fair to the individual employee. Also, it is the policy of the
Agency to limit the use of such files and to encourage the destruction
of as many as possible.
Statement of General Routine Uses--The following general routine uses
are incorporated by this reference into each system of records set
forth herein, unless specifically limited in the system description.
1. In the event that a record in a system of records maintained by the
Agency indicates, either by itself or in combination with other
information in the Agency's possession, a violation or potential
violation of the law (whether civil, criminal, or regulatory in
nature, and whether arising by statute or by regulation, rule or order
issued pursuant thereto), that record 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, rule, regulation, or order issued pursuant thereto. Such
referral shall include, and be deemed to authorize (1) any and all
appropriate and necessary uses of such records in a court of law or
before an administrative board or hearing, and (2) such other
interagency referrals as may be necessary to carry out the receiving
agencies' assigned law enforcement duties.
2. A record may be disclosed as a routine use to designated officers
and employees of other agencies and departments of the Federal
government having an interest in the individual for employment
purposes including the hiring or retention of any employee, the
issuance of a security clearance, 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 involved, provided,
however, that other than information furnished for the issuance of
authorized security clearances, information divulged hereunder as to
full-time volunteers under Title I of the Domestic Volunteer Service
Act of 1973 (42 U.S.C. 4951) shall be limited to the provision of
dates of service and a standard description of service as heretofore
provided by the Agency.
3. A record may be disclosed as a routine use in 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.
4. A record may be disclosed as a routine use 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.
5. Information from certain systems of records, especially those
relating to applicants for Federal employment or volunteer service,
may be disclosed as a routine use to designated officers and employees
of other agencies of the Federal government for the purpose of
obtaining information as to suitability qualifications and loyalty to
the United States Government.
6. Information from records systems may be disclosed to any source
from which information is requested in the course of an investigation
to the extent necessary to identify the individual, inform the source
of the nature and purpose of the investigation, and to identify the
type of information requested.
7. 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.
8. 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. 2904 and
2906.
9. A record may be disclosed to a Federal or state grand jury agent
pursuant to a Federal or state grand jury subpoena or prosecution
request that such record be released for the purpose of its
introduction to a grand jury.
10. A record may be referred to suspension/debarment authorities,
internal to the Agency, when the record released is germane to a
determination of the propriety of, or necessity for, a suspension or
debarment action.
11. A record may be disclosed to a contractor, grantee or other
recipient of Federal funds 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.
12. A record may be disclosed to a contractor, grantee or other
recipient of Federal funds when the recipient has incurred an
indebtedness to the Government through its receipt of Government
funds, and release of the record is for the purpose of allowing the
debtor to effect a collection against a third party.
Location of Regional Offices--The Agency maintains nine (9) Regional
Offices with State Offices under their jurisdiction. The Regional
Offices, their addresses, and the States within their respective
jurisdictions are listed below. In the event of any doubt as to
whether a record is maintained in a Regional Office, a query should be
directed to the Director, Administrative and Management Services
Division, ACTION, 1100 Vermont Avenue, NW., Washington, DC 20525, who
shall furnish all assistance necessary to locate a specified record.
Region I, 10 Causeway Street, room 473, Boston, MA 02222
(Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, and
Vermont).
Region II, 6 World Trade Center, room 758, New York, NY 10048 (New
Jersey, New York, Puerto Rico, and the Virgin Islands).
Region III, U.S. Customs House, 2nd and Chestnut Streets, room 108,
Philadelphia, PA 19106 (Delaware, District of Columbia, Kentucky,
Maryland, Ohio, Pennsylvania, Virginia, and West Virginia).
Region IV, 101 Marietta Street, NW, room 1003, Atlanta, GA 30323
(Alabama, Florida, Georgia, Mississippi, North Carolina, South
Carolina, and Tennessee).
Region V, 175 West Jackson Boulevard, room 1207, Chicago, IL 60604
(Illinois, Indiana, Iowa, Michigan, Minnesota, and Wisconsin).
Region VI, 1100 Commerce Street, room 6B11, Dallas, TX 75242
(Arkansas, Kansas, Louisiana, Missouri, New Mexico, Oklahoma, and
Texas).
Region VIII, Executive Tower Building, room 2930, 1405 Curtis
Street, Denver, CO 80202 (Colorado, Montana, Nebraska, North Dakota,
South Dakota, Utah, and Wyoming).
Region IX, 211 Main Street, room 530, San Francisco, CA 94105
(American Samoa, Arizona, California, Guam, Hawaii, and Nevada).
Region X, Jackson Federal Building, 915 Second Ave., suite 3190,
Seattle, WA 98174 (Alaska, Idaho, Oregon, and Washington).
Notification--Individuals may inquire whether any system contains
information pertaining to them by addressing the System Manager in
writing. Such request should include the name and address of the
individual, his or her social security number, and any relevant data
concerning the information sought, and, where possible, the place of
assignment or employment, etc. In case of any doubt as to which system
contains a record, interested individuals should contact the Director,
Administrative and Management Services Division, ACTION, 1100 Vermont
Avenue, NW, Washington, DC 20525, who has overall supervision of
records systems and who will provide assistance in locating and/or
identifying appropriate systems.
Access and Contest--In response to a written request by an individual,
the appropriate System Manager arranges for access to the requested
record or advises the requester if no record exists. If an individual
wishes to contest the content of any record, he or she may do so by
addressing a written request to the Director, Administrative and
Management Services Division, ACTION, 1100 Vermont Avenue, NW,
Washington, DC 20525. The Director shall provide all necessary
information regarding such contest and appeal.
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ACTION
Alphabetical Listing of Systems of Records
Accounts Payable File--ACTION-1.
Accounts Receivable and Advances File--ACTION-2.
ACTION Domestic Full-Time Volunteer Census Master File--ACTION-3.
ACTION Domestic Full-Time Volunteer Personnel File--ACTION-4.
ACTION Employee and Applicant Records File--ACTION-5.
ACTION Employees/Volunteers Occupational Injury/Illness Reports and
Claims File--ACTION-6.
ACTION Travel Files--ACTION-7.
Conflict of Interest Records File--ACTION-8.
Counselors' Report Files--ACTION-9.
Discrimination Complaint Files--ACTION-10.
Employee Pay and Leave Records File--ACTION-11.
Freedom of Information Act Requests and Privacy Act Requests File--
ACTION-12.
Legal Office Litigation/Correspondence Files--ACTION-13.
Merit Promotion Plan Files--ACTION-14.
Office of the Inspector General Investigative Files--ACTION-15.
Travel Authorization File--ACTION-16.
Vendor Name and Identification Number, File--ACTION-17.
VISTA Volunteer Payroll System File--ACTION-18.
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ACTION
ACTION-1
System name: Accounts Payable File.
System location:
Accounting and Financial Management Division, ACTION, Room 3100, 100
Vermont Avenue, NW, Washington, DC 20525.
Categories of individuals covered by the system:
Individuals to whom the agency owes money.
Categories of records in the system:
Name of payee, address, taxpayer, identification number, amount owed,
date of liability, amount paid, schedule number authorizing Treasury
to issue payment.
Authority for maintenance of the system:
The Domestic Volunteer Service Act of 1973, and the Budget and
Accounting Procedures Act, 1950.
Purpose(s):
To maintain a current record of amounts owed and paid by the agency.
Routine uses of records in the system, including categories of users and
the purposes of such uses:
See General Routine Uses contained in Preliminary Statement. Data is
also released to the Internal Revenue Service in accordance with the
Internal Revenue Code.
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 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 at the address given 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-2
System name: Accounts Receivable and Advances 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:
Individuals owing money to the agency.
Categories of records in the system:
Name of debtor, address, taxpayer identification number, amount owed,
date of liability, amount collected.
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 current record of amounts owed and paid to the agency.
Routine uses of records in the system, including categories of users and
the purposes of such uses:
See General Routine Uses contained in Preliminary Statement. Data may
be disclosed to the Department of Justice or to the General Accounting
Office in connection with requests to institute litigation or approve
writing off a debt when ACTION is unable to collect a debt through its
own efforts.
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
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