Home > 1995 Privacy Act Documents > Privacy Act: [A.I.D.--2] Civil Service Employee Office Personnel Records....Privacy Act: [A.I.D.--2] Civil Service Employee Office Personnel Records....
addressed or presented in person to the same addresses as stated in
the Notification Section above.
Requests should be accompanied by information sufficient to
identify the individual pursuant to Sec. 215.4(c) or (d) of the
Agency's regulations as published in this issue of the Federal
Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same address as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made
in writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523.
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked
Attention: Executive Secretary--Privacy Review Request.
Record source categories: The individual concerned and A.I.D.
employees acting in their official capacities.
#..A.I.D.--8
#....System name: Personnel Security and Suitability Investigations
Records.
Security classification: Secret.
System location: a. Central file: Office of Security, 1621 North
Kent Street, Arlington, Virginia.
b. Working files are maintained in various offices in Agency
Washington Headquarters and in missions abroad. See appendix A for
actual locations.
c. Retired files are maintained in the Washington National
Records Center, 4205 Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: Present and
former employees, including full and part-time. `When Actually
Employed' (WAE), `Without Compensation' (WOC), intermittent, experts
and consultants; current and former applicants for employment;
Americans currently or formerly employed under contract; applicants
for contract; certain contractors and contractor personnel;
individual names not included in the above categories are also cross-
indexed in security files when significantly involved in security-
related investigations; and individuals currently and formerly
employed under Participating Agency Service Agreements (PASA) or
Interagency Personnel Act (IPA) or other authority.
Categories of records in the system: Employee indentification
cards and photographs; reports of investigations conducted by A.I.D.
and by other government agencies; interoffice and intraoffice
correspondence, memoranda and reports; correspondence and memoranda
originated by other elements of A.I.D., Federal agencies and other
governmental entities (i.e., state and local), corporate and private
entities, and by individuals. Additionally, records are maintained of
security violations and consequent recommendations for disciplinary
action. The system contains reports of briefings and debriefings of
employees.
Authority for maintenance of the system: Foreign Assistance Act of
1961, as amended, sec. 635(b), 5 U.S.C. 7531 and 7532; Act of August
26, 1950, 64 Stat. 476; and Executive Order 10450 of April 27, 1953
(as amended by Executive Orders 10491 of October 13, 1953; 10531 of
May 27, 1954; 10548 of August 2, 1954; 10550 of August 5, 1954; 11785
of April 6, 1974; and 11652 of March 8, 1972).
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To persons
contacted in the course of an investigation to the extent necessary
to further the purposes of the investigation.
To law enforcement agencies, U.S. Government agencies, courts,
the Department of State, foreign governments and international
agencies, and Members of Congress, for the purposes set forth in the
Statement of General Routine Uses immediately preceding these
specific notices of systems of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper copy and photographic film in file folders.
Retrievability: By name of individual.
Safeguards: Maintained in containers with three-way combination
locks or areas with intrusion alarms and accessible only to
authorized personnel for their information in the performance of
their duties.
Retention and disposal: Security violation records and
investigative reports are normally retained for 30 years following
separation of employee but may be destroyed earlier upon
determination that material has no value; identification cards are
destroyed upon termination of employment.
System manager(s) and address: Director, Office of Security, 1621
North Kent Street, Arlington, Virginia.
Systems exempted from certain provisions of the act: Pursuant to 5
U.S.C. 552a(k)(l), (k)(2), (k)(3), and (k)(5) all investigatory
material in the record which meets the criteria of all these
subsections is exempted from the notice, access, and contest
requirements under 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H),
(I) and (f) in order to accomplish this law enforcement function of
the Agency, to prevent disclosure of classified information as
required by Executive Order 11652, to assure the protection of the
President, to prevent subjects of investigation from frustrating the
investigatory process, to prevent the disclosure of investigative
techniques, to fulfill commitments made to protect the
confidentiality of information and sources, and to avoid endangering
these sources and law enforcement personnel. See Agency Regulations
published in this issue of Federal Register.
#..A.I.D.--9
#....System name: Criminal Law Enforcement Records.
Security classification: Top Secret.
System location: a. Central files are maintained in the Office of
Inspections and Investigations, 1621 North Kent Street, Arlington,
Virginia.
b. Working files are maintained in the Office of the General
Counsel, 320 21st Street, NW, Washington, DC and in the overseas
offices of the Auditor General, Office of Inspections and
Investigations located in Panama, Karachi, Bangkok, Rabat and Manila.
(See appendix A for actual location of these offices).
c. Retired files are maintained at the Washington National
Records Center, 4205 Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: In furtherance of
an investigation for suspected violation of criminal laws--present
and former employees of the Agency and of the Overseas Private
Investment Corporation; present and former employees of contractors
used by the Agency and individuals involved or associated with such
employees; individuals investigated at the request of another Federal
agency.
Categories of records in the system: Reports of investigations
concerning violations of Federal civil and criminal statutes and
other violations of Title 18, U.S.C. and violations of Agency
regulations; personal identification data and details of activities;
related correspondence with individuals, with other organizational
units of the Agency, and with federal, state, and local government
agencies; records of disciplinary or other actions deriving from
investigations; and copies of reports of investigations conducted by
the Agency on the behalf of other federal agencies. Executive Order
10973 of November 3, 1961, and State Department Delegation of
Authority 104 of November 3, 1963.
Authority for maintenance of the system: Attorney General's
memorandum re: Pub. L. 725 (28 U.S.C. 535); Foreign Assistance Act of
1961, as amended; Title 18 U.S.C.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To persons
contacted in the course of an investigation to the extent necessary
to further the purposes of the investigation.
To law enforcement agencies, U.S. Government agencies, courts,
the Department of State, foreign governments and international
agencies, and Members of Congress, for the purposes set forth in the
Statement of General Routine Uses immediately preceding these
specific notices of systems of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual.
Safeguards: Files in Washington are stored in combination locked
containers or in intrusion-alarmed areas. Files in field offices
abroad are stored in secured areas with access by combination lock
doors, in combination locked containers, and/or in areas secured by
U.S. Marine guards. Access to records is limited to authorized
screened personnel with an official need to know.
Retention and disposal: Records are retained for three years after
the closing of a case and are then retired to the Washington National
Records Center for 10 years after last entry in file. Copies of
reports furnished by other agencies are returned to the originating
agency when so requested; otherwise such records are retained until
cases are closed and then retired to the National Washington Records
Center for the periods stated above.
System manager(s) and address: Director, Office of Inspections and
Investigations, 1621 North Kent Street, Arlington, Virginia.
Systems exempted from certain provisions of the act: Pursuant to 5
U.S.C. 552a(j)(2) all information about an individual in the record
which meets the criteria stated in 5 U.S.C. 552a(j)(2) are exempted
from the notice, access, and contest requirements of 5 U.S.C. 552a
except subsections (b), (c)(1) and (2), (e)(4)(A) through (F),
(e)(6), (7), (9), (10), and (11), and (i). If the 5 U.S.C. 552a(j)(2)
exemption is held to be invalid, then this system is determined to be
exempt, under 5 U.S.C. 552(a)(k)(1) and (2) of the Act, from the
provisions of 5 U.S.C. 552a (c) (3), (d), (e)(1), (e)(4)(G), (H) and
(I) and (f). The reasons for asserting the exemptions are to protect
the materials required by Executive Order to be kept secret in the
interest of the national defense or foreign policy, to prevent
subjects of investigation from frustrating the investigatory process,
to insure the proper functioning and integrity of law enforcement
activities, to prevent disclosures of investigative techniques, to
maintain the ability to obtain necessary information, to fulfill
commitments made to sources to protect their identities and the
confidentiality of information and to avoid endangering these sources
and law enforcement personnel. See Agency Regulations published in
this issue of the Federal Register.
#..A.I.D.--10
#....System name: Employee Relations Records.
Security classification: Confidential.
System location: a. For active records: Employee Relations Branch,
Office of Personnel and Manpower, Agency for International
Development, 515 22nd Street NW, Washington, DC 20523.
b. For retired records: Washington National Records Center, 4205
Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: Any A.I.D.
employee or employee of another Federal Agency assigned to A.I.D.
under a Participating Agency Service Agreement who has filed a
complaint, grievance or appeal; has been the subject of an alimony or
child support claim; has been listed as a prisoner of war or missing
in action (POW/MIA); or has a medical problem affecting his
employment.
Categories of records in the system: Correspondence and indexes
covering complaints, grievances, appeals, life insurance, health
insurance, occupational health, workers' compensation, but not
including those records belonging to the Department of Labor; alimony
and child support, employee medical problems (but not including
medical records maintained by the Office of the Medical Director,
Department of State) and material relating to POW/MIA's.
Authority for maintenance of the system: Foreign Assistance Act of
1961, as amended, especially secs. 621 and 625; Foreign Service Act
of 1946, as amended; Executive Order 10450 as amended August 5, 1954;
5 U.S.C. 301, 7301, 7531, 7532, 7533; sec. 914 of Pub.L. 92-255; and
sec. 201 of Pub.L. 91-616.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To a duly
appointed Hearing Examiner or Arbitrator for the purpose of
conducting a hearing in connection with an employee's appeal
involving a grievance.
To a union representative for the purpose of representing an
employee in order to protect the employee rights negotiated under the
union agreement.
To the Office of Personnel Management for the purpose of
determining if the Agency's course of action is correct.
To a health or life insurance carrier for the purpose of
determining the status of benefits paid or owed by or to an employee
pursuant to a health or life insurance compensation agreement.
To hospitals, clinics, and other medical treatment facilities
upon their request in order to provide information about health
insurance under the Federal Employees Group Health Insurance Program.
To law enforcement agencies, U.S. Government agencies, courts,
the Department of State, foreign governments and international
agencies, and Members of Congress, for the purposes set forth in the
Statement of General Routine Uses immediately preceding these
specific notices of systems of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper records in file folders.
Retrievability: By employee name.
Safeguards: Located in metal file cabinets with three-way
combination lock in secured premises with access limited to those
whose official duties require access.
Retention and disposal: Workers' compensation files are retired to
Federal Records Center, St. Louis, Missouri, for permanent retention
after resolution of case. Alcohol and drug abuse files are destroyed
by burning one to three years after separation of employee. POW/MIA
files are retained indefinitely. All other records are destroyed by
burning one to two years after resolution of a problem or final
decision on a pending matter.
System manager(s) and address: Chief, Employee Relations Branch,
at the location shown in the Systems Location Section above.
Systems exempted from certain provisions of the act: Pursuant to 5
U.S.C. 552a(k)(5), all investigatory material in the record which
meets the criteria of these subsections is exempted from the notice,
access and contest requirements of sections (c)(3), (d), (e)(1),
(e)(4)(G), (H), and (I) and (f) 5 U.S.C. 552a in order to fulfill
commitments made to protect the confidentiality of sources, and to
maintain access to sources of information which are necessary to
determine suitability for employment. See Agency Regulations
published in this issue of the Federal Register.
#..A.I.D.--11
#....System name: Employee Conduct and Discipline Records.
Security classification: Secret.
System location: a. For active records: Office of Personnel and
Manpower, Agency for International Development, 515 22nd Street NW,
Washington, DC 20523 and Office of General Counsel, Agency for
International Development, 320 21st Street, NW, Washington, DC 20523.
b. For retired records: Washington National Records Center, 4205
Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system: A.I.D. employees
and personal services contract personnel.
Categories of records in the system: Investigations of alleged
misconduct, statements of outside employment and financial interests,
claims for indebtedness, conflict of interest, insubordination,
prohibited political activity, sale or barter of personal property
abroad, medical problems affecting employment, and relevant
disciplinary actions affecting all of the above.
Authority for maintenance of the system: 18 U.S.C. 201 through
209, Executive Order 11222 of May, 1965; FR Doc. 68-14888, filed Dec.
12, 1968.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To law
enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
Members of Congress, and individuals' medical advisers for the
purposes set forth in the Statement of General Routine Uses
immediately preceding these specific notices of systems of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper copy in file folders.
Retrievability: By name of individual.
Safeguards: Stored in fire-insulated combination vault or in
three-way combination locked containers accessible only to authorized
personnel with an official need to know.
Retention and disposal: Misconduct and discipline records are
destroyed by burning twenty years after last entry in file or ten
years after separation whichever is earlier. All other records are
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