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