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Privacy Act: [ACUS--3] Council Membership and Correspondence Files--ACUS....


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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]





   #.ADMINISTRATIVE CONFERENCE OF THE UNITED STATES


   #..ACUS--1

   #....System name:  Membership and Correspondence Files--ACUS.

     System location:  Office of the Chairman, Administrative Conference 
   of the United States, 2120 L Street, NW, Suite 500, Washington, DC 
   20037.
     Categories of individuals covered by the system:  Current and 
   former members of the Administrative Conference of the United States.
     Categories of records in the system:  Correspondence between 
   current and former members of the Conference and the Chairman or 
   staff of the Conference; biographical data on members.
     Authority for maintenance of the system:  5 U.S.C. 575; 44 U.S.C. 
   3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  These records are 
   maintained and used by the Chairman and staff of the Conference as a 
   reference and working file of current and former members' membership 
   status, their views on Conference studies, proposals, statements and 
   recommendations, and their activities on Conference committees.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  These records are maintained in file folders in metal 
   file cabinets.
     Retrievability:  These records are indexed by the names of the 
   current and former members of the Conference.
     Safeguards:  Stored in metal file cabinets in an area to which 
   access is controlled by and restricted to ACUS personnel.
     Retention and disposal:  Retained in the permanent files of the 
   Conference.
     System manager(s) and address:  Executive Director, Administrative 
   Conference of the United States, 2120 L Street, NW, Suite 500, 
   Washington, DC 20037.
     Notification procedure:  Contact the Executive Secretary as 
   provided in 1 CFR 304.20 et seq.
     Record access procedures:  Same as above.
     Contesting record procedures:  Same as above.
     Record source categories:  Past and present Conference members; 
   ACUS Chairmen staff; publications.

   #..ACUS--2

   #....System name:  Consultants' Contracts and Correspondence Files--
      ACUS.

     System location:  Office of the Chairman, Administrative Conference 
   of the United States, 2120 L Street, NW, Suite 500, Washington, DC 
   20037.
     Categories of individuals covered by the system:  Current and 
   former consultants to the Administrative Conference of the United 
   States.
     Categories of records in the system:  Contracts entered into by the 
   consultants with the Conference and correspondence related thereto; 
   records of the consultants' expenses paid by the Conference.
     Authority for maintenance of the system:  5 U.S.C. 574-75; 44 
   U.S.C. 3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  These records are 
   maintained for use by the ACUS Chairman and staff in administering 
   the research projects of the Conference and for financial record 
   keeping purposes.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  These records are maintained in file folders in metal 
   file cabinets.
     Retrievability:  These records are indexed by the names of current 
   and former consultants to the Conference.
     Safeguards:  Stored in metal file cabinets in an area to which 
   access is controlled by and restricted to ACUS personnel.
     Retention and disposal:  Retained in the permanent files of the 
   Conference.
     System manager(s) and address:  Executive Director, Administrative 
   Conference of the United States, 2120 L Street, NW, Suite 500, 
   Washington, DC 20037.
     Notification procedure:  Contact the Executive Secretary as 
   provided in 1 CFR 304.20 et seq.
     Record access procedures:  Same as above.
     Contesting record procedures:  Same as above.
     Record source categories:  Current and past consultants to the 
   Conference; ACUS Chairmen and staff.

   #..ACUS--3

   #....System name:  Council Membership and Correspondence Files--ACUS.

     System location:  Office of the Chairman, Administrative Conference 
   of the United States, 2120 L Street, NW, Suite 500, Washington, DC 
   20037.
     Categories of individuals covered by the system:  Current and 
   former members of the Council of the Administrative Conference of the 
   United States.
     Categories of records in the system:  Correspondence between 
   current and former Council members of the Conference and the Chairman 
   or staff of the Conference; biographical data on Council members.
     Authority for maintenance of the system:  5 U.S.C. 575; 44 U.S.C. 
   3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  These records are 
   maintained and used by the Chairman and staff of the Conference as a 
   reference and working file of current and former Council members, 
   memberships status, their views on Conference studies, proposals, 
   statements, and recommendations, as well as a record of their 
   activities on the Council of the Conference.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  These records are maintained in file folders in metal 
   file cabinets.
     Retrievability:  These records are indexed by the names of the 
   current and former Council members of the Conference.
     Safeguards:  Stored in metal file cabinets in an area to which 
   access is controlled by and restricted to ACUS personnel.
     Retention and disposal:  Retained in the permanent files of the 
   Conference.
     System manager(s) and address:  Executive Director, Administrative 
   Conference of the United States, 2120 L Street, NW, Suite 500, 
   Washington, DC 20037
     Notification procedure:  Contact the Executive Secretary as 
   provided in 1 CFR 304.20 et seq.
     Record access procedures:  Same as above.
     Contesting record procedures:  Same as above.
     Record source categories:  Current and former Council members; ACUS 
   Chairman and staff.

   #..ACUS--4

   #....System name:  Mailing List for Press Releases, Newsletters, 
      Annual Reports, and General Information--ACUS.

     System location:  Office of the Chairman, Administrative Conference 
   of the United States, 2120 L Street, NW, Suite 500, Washington, DC 
   20037.
     Categories of individuals covered by the system:  Current and 
   former members of the Conference and consultants to the Conference; 
   officials of all branches of government; representatives of the 
   press; other individuals who have requested that they be kept 
   informed of Conference activities or whose names are placed on the 
   list by the Conference Chairman or staff.
     Categories of records in the system:  Names and addresses of 
   recipients of Conference publications.
     Authority for maintenance of the system:  5 U.S.C. 575; 44 U.S.C. 
   3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  Used by the staff 
   of the Chairman's Office for the distribution of Conference 
   publications and announcements.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Index card file maintained in a metal index card cabinet.
     Retrievability:  Indexed alphabetically.
     Safeguards:  Stored in metal file cabinet in an area to which 
   access is controlled by and restricted to ACUS personnel.
     Retention and disposal:  Maintained on an ongoing basis; cards 
   removed from the file are destroyed.
     System manager(s) and address:  Executive Director, Administrative 
   Conference of the United States, 2120 L Street, NW, Suite 500, 
   Washington, DC 20037.
     Notification procedure:  Contact the Executive Secretary as 
   provided in 1 CFR 304.20 et seq.
     Record access procedures:  Same as above.
     Contesting record procedures:  Same as above.
     Record source categories:  Individuals requesting information; 
   Conference membership lists and personnel lists of other agencies and 
   units of government; Consultants to Conference committees; 
   representatives of the press.

   #..ACUS--5

   #....System name:  Pay and Pay-Related Records (Payroll, Travel, 
      Attendance, Leave)--ACUS.

     System location:  General Services Administration, Region 3 Office, 
   Room 7109, 7th and D Streets, SW, Washington, DC 20407; copies held 
   by the Administrative Conference of the United States, 2120 L Street, 
   NW, Suite 500, Washington, DC 20037. (GSA holds records for the 
   Conference under agreement.)
     Categories of individuals covered by the system:  Current and 
   former employees of the Conference.
     Categories of records in the system:  Varied payroll records, 
   including among other documents, time and attendance cards; payment 
   vouchers; comprehensive listing of employees; health benefits 
   records; requests for deductions; tax forms; W2 forms; overtime 
   requests; leave data; retirement records. Records are used by the 
   Conference and GSA employees to maintain adequate payroll information 
   for Conference employees and otherwise by Conference and GSA 
   employees who have a need for the record in the performance of their 
   duties.
     Authority for maintenance of the system:  5 U.S.C. 575; 44 U.S.C. 
   3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  Information is 
   used inhouse and by GSA to complete reports, take personnel action, 
   and fulfill other administrative requirements. Also, see the Appendix 
   below. Categories of users are appropriate ACUS and GSA personnel.
       A copy of an employee's Department of the Treasury Form W-2, 
   ``Wage and Tax Statement'', also is disclosed to a State, city, or 
   other jurisdiction which is authorized to tax the employee's 
   compensation. Such records will be provided in accordance with a 
   withholding agreement between the State, city, or other jurisdiction 
   and the Department of the Treasury pursuant to 5 U.S.C. 5516, 5517, 
   or 5520, or, in the absence of such an agreement, in response to a 
   written request from an appropriate official of the taxing 
   jurisdiction. An executed copy of an employee's city tax withholding 
   certificate will be furnished to a city upon a written request from 
   an appropriate city official, pursuant to a withholding agreement 
   between the city and the Department of the Treasury (5 U.S.C. 5520). 
   In the absence of a withholding agreement, an employee's Social 
   Security Number will be furnished only to a taxing jurisdiction which 
   has furnished the Conference with evidence of its independent 
   authority to compel disclosure of the Social Security Number, in 
   accordance with section 7 of the Privacy Act of 1974, Pub. L. 93-579.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Paper files stored in metal file cabinets and on 
   microfilm.
     Retrievability:  Retrieved by name and/or social security number.
     Safeguards:  Records are stored in locked metal file cabinets in 
   secured premises; access is limited to those whose official duties 
   require access.
     Retention and disposal:  Disposition of records shall be in 
   accordance with the HB GSA Records Maintenance and Disposition System 
   (OAD P 1820.2).
     System manager(s) and address: 
         General Services Administration 3BCE
         Room 7109
         Regional Office Building 3
         7th and D Streets, SW
         Washington, DC 20407
         Executive Director
         Administrative Conference of the United States
         2120 L Street, NW
         Suite 500
         Washington, DC 20037.
     Notification procedure:  Contact the Executive Secretary as 
   provided in 1 CFR 304.20 et seq.
     Record access procedures:  Same as above.
     Contesting record procedures:  Same as above.
     Record source categories:  Individual to whom records pertain; the 
   Chairman and staff of the Conference.

   #..ACUS--6

   #....System name: Personnel Records--ACUS.

     System location:  General Services Administration, 2100 M Streets, 
   NW, Room 155, Washington, D.C. 20405; copies held by the 
   Administrative Conference of the United States, 2120 L Street, NW, 
   Suite 500, Washington, DC 20037. (GSA holds records for the 
   Administrative Conference under agreement.)
     Categories of individuals covered by the system:  Conference staff 
   employees, including per diem employees.
     Categories of records in the system:  This records system contains 
   a variety of records relating to personnel actions and determinations 
   about individuals while employed in the Federal service. These 
   records include: Recommendations not submitted on standard Government 
   forms, such as, awards; salary increases; performance ratings and 
   training; intra-office and inter-office communications; resumes; 
   probationary period reports; issuance of motor vehicle operator 
   permits; issuance of Administrative Conference identification cards; 
   career counseling; training needed by an individual, including 
   enrollment individual development plans, counseling, and 
   determinations under the upward mobility, executive development, 
   student trainee, and worker trainee programs; executive inventory 
   records sheets; written requests for information on employment from 
   creditors, financial institutions, etc.; beneficiary designations for 
   unpaid compensation; schedules, tabulations, lists, and 
   organizational charts which contains personal information; 
   Congressional correspondence; and related information.
     Authority for maintenance of the system:  5 U.S.C. 575; 44 U.S.C. 
   3101.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses:  Information is 
   used inhouse and by GSA to complete reports, take personnel action, 
   and fulfill other administrative requirements. Also, see the Appendix 
   below. Categories of users are appropriate ACUS and GSA personnel.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:  Paper records stored in file folders in metal file 
   cabinets.
     Retrievability:  Retrieved manually, by name of individual.
     Safeguards:  Records are stored in locked metal file cabinets in 
   secured premises; access is limited to those whose official duties 
   require access.
     Retention and disposal:  Records retained indefinitely.
     System manager(s) and address: 
         General Services Administration
         2100 M Streets, NW
         Room 155
         Washington, DC 20405
         Executive Director

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