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....


Google
 
Web GovRecords.org


<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 

Pages: 1 2 3 4 5 6 Next >>

Other Popular 1995 Privacy Act Documents Documents:

1 Privacy Act: [FHLMC-II] Corporate Employee Current Salary Cards....
2 Privacy Act: [JUSTICE/BOP-001] Custodial and Security Record System....
3 Privacy Act: [ACTION-4] ACTION Domestic Full-Time Volunteer Personnel File....
4 Privacy Act: [CBH--1] General Personnel File for Committee for Purchase from the Blind and Other Severely Handicapped--CBH--1....
5 Privacy Act: [CPSC-17] Commissioned Officers Personal Data File--CPSC-17....
6 Privacy Act: [POSTAL RATE COMMISSION]...
7 Privacy Act: [SBA 010] Advisory Council Files--SBA 010....
8 Privacy Act: []...
9 Privacy Act: [NSF--19] Medical Examination Records for Service in Antarctica....
10 Privacy Act: [Table of Contents]...
11 Privacy Act: [ USPS 070.040] Inquiries and Complaints--Customer and Employee Complaint Records, 070.040....
12 Privacy Act: [INTERIOR/BIA-24] Timber Cutting and Fire Trespass Claims Case Files--Interior, BIA-24....
13 Privacy Act: [ FMC-16] Classification Appeals File-FMC....
14 Privacy Act: [ 32-20-003] Unit Medical Records, ICC....
15 Privacy Act: [CIA--51] Security Duty Office Event Reports....
16 Privacy Act: [TSF--3] General Informational Files--Harry S. Truman Scholarship Foundation....
17 Privacy Act: [ BGFRS--12] FRB--Biographical File of Federal Personnel....
18 Privacy Act: [ 09-60-0017] Personnel Research and Merit Promotion Test Records, HHS/SSA/OMBP....
19 Privacy Act: [ JUSTICE/FCSC--16] Hungary Claims Against (1st Program)--FCSC....
20 Privacy Act: [CO-22] Mask Work Recorded Documents Files....
21 Privacy Act: [ NARA 4] National Archives Committees Files....
22 Privacy Act: [ACUS--3] Council Membership and Correspondence Files--ACUS....
23 Privacy Act: [ FEMA/REG-1] State and local Civil Preparedness Instructional Program (SLCPIP)....
24 Privacy Act: [ 09-90-1101] Optional Form 55 Cards Issuance Log, HHS/OS/RIX/ ORD/DAS....
25 Privacy Act: [ ADF 1] Employee Pay and Leave Records....
26 Privacy Act: [TABLE OF CONTENTS AND EDITORIAL NOTE]...
27 Privacy Act: [ACDA--3] Security Records--ACDA....
28 Privacy Act: [INTER-AMERICAN FOUNDATION]...
29 Privacy Act: [ PCC/ECCN-2] Contractor Employee Payroll Records, PCC/ECCN-2....
30 Privacy Act: [FEC 4]...


Other Documents:

1995 Privacy Act Documents Records and Documents

GovRecords.org presents information on various agencies of the United States Government. Even though all information is believed to be credible and accurate, no guarantees are made on the complete accuracy of our government records archive. Care should be taken to verify the information presented by responsible parties. Please see our reference page for congressional, presidential, and judicial branch contact information. GovRecords.org values visitor privacy. Please see the privacy page for more information.
House Rules:

104th House Rules
105th House Rules
106th House Rules

Congressional Bills:

104th Congressional Bills
105th Congressional Bills
106th Congressional Bills
107th Congressional Bills
108th Congressional Bills

Supreme Court Decisions

Supreme Court Decisions

Additional

1995 Privacy Act Documents
1997 Privacy Act Documents
1994 Unified Agenda
2004 Unified Agenda

Congressional Documents:

104th Congressional Documents
105th Congressional Documents
106th Congressional Documents
107th Congressional Documents
108th Congressional Documents

Congressional Directory:

105th Congressional Directory
106th Congressional Directory
107th Congressional Directory
108th Congressional Directory

Public Laws:

104th Congressional Public Laws
105th Congressional Public Laws
106th Congressional Public Laws
107th Congressional Public Laws
108th Congressional Public Laws

Presidential Records

1994 Presidential Documents
1995 Presidential Documents
1996 Presidential Documents
1997 Presidential Documents
1998 Presidential Documents
1999 Presidential Documents
2000 Presidential Documents
2001 Presidential Documents
2002 Presidential Documents
2003 Presidential Documents
2004 Presidential Documents

Home Executive Judicial Legislative Additional Reference About Privacy