Privacy Act: [BOARD FOR INTERNATIONAL BROADCASTING]...

	Web GovRecords.org

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





   #.BOARD FOR INTERNATIONAL BROADCASTING


   #..TABLE OF CONTENTS

   BIB-1 General Financial Records.
   BIB-2 Payroll Records.
   BIB-3 Grievance Records
   Appendix.

   #..BIB--1

   #....System name: General Financial Records--BIB.

     System location: General Services Administration, Central Office; 
   copies held by the Board (GSA holds records for the Board under 
   contract).
     Categories of individuals covered by the system: Board members, 
   staff and consultants, past and present.
     Categories of records in the system: SF-1038 application and 
   account for advance of funds; vendor register and vendor payment 
   tape.
     Authority for maintenance of the system: 31 U.S.C., generally; Pub. 
   L. 93-129, October 19, 1973.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: See Appendix. 
   Records are also released to GAO for audits; to IRS for 
   investigation; and to private attorneys, pursuant to a power of 
   attorney.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Paper and Tape.
     Retrievability: Manual and automated by name.
     Safeguards: Stored in guarded building; released only to authorized 
   personnel.
     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: Special Assistant to the Executive 
   Director, Board for International Broadcasting, Suite 430, 1030 
   Fifteenth Street, NW, Washington, DC 20005.
     Notification procedure: Contact system manager listed above.
     Record access procedures: See Board access regulations in Title 1 
   CFR ch.IV, part 415.
     Contesting record procedures: See Board access regulations in Title 
   1 CFR ch.IV, part 415.
     Record source categories: The subject individual; the Board.

   #..BIB--2

   #....System name: Payroll Records--BIB.

     System location: General Services Administration; Region Three 
   office; copies held by the Board (GSA holds records for Board under 
   contract).
     Categories of individuals covered by the system: Board members, 
   staff and consultants, past and present.
     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.
     Authority for maintenance of the system: 31 U.S.C., Generally; Pub. 
   L. 93-129, October 19, 1973.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: See appendix. 
   Records also are released to GAO for audits; to the IRS for 
   investigation; and to private attorneys, pursuant to a power of 
   attorney.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Paper and tape.
     Retrievability: Social security number.
     Safeguards: Stored in guarded building; released only to authorized 
   personnel.
     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: Special Assistant to the Executive 
   Director, Board for International Broadcasting, Suite 430, 1030 
   Fifteenth Street, NW, Washington, DC 20005.
     Notification procedure: Contact the system manager listed above.
     Record access procedures: See Board access regulations in Title 1 
   CFR chapter IV, part 415.
     Contesting record procedures: See Board access regulations in Title 
   1 CFR chapter IV, part 415.
     Record source categories: The subject individual; the Board.

   #..BIB--3

   #....System name: Grievance Records--BIB.

     System location: Agency Liaison Division, General Services 
   Administration (GSA), which under contractual arrangement holds such 
   records. Board for International Broadcasting (BIB) personnel files 
   contain copies.
     Categories of individuals covered by the system: Current and former 
   Board Members, staff and consultants.
     Categories of records in the system: System contains records 
   relating to grievances filed by current and former Board Members, 
   staff and consultants. Case files contain all documents related to a 
   given grievance, including statements of witnesses, reports of 
   interviews and hearings, examiner's findings and recommendations, 
   copy of the original decision and related correspondence and 
   exhibits.
     Authority for maintenance of the system: 31 U.S.C. generally; Pub. 
   L. 93-129, October 19, 1973.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: These records and 
   information in these records may be used:
       a. To disclose pertinent information to the appropriate Federal, 
   State or local agency responsible for investigating, prosecuting, 
   enforcing or implementing a statute, rule, regulation or order, where 
   the disclosing agency becomes aware of an indication of a violation 
   or potential violation of civil or criminal law or regulation.
       b. To disclose information to any source from which additional 
   information is requested in the course of processing a grievance to 
   the exent necessary to identify the individual, inform the source of 
   the purpose(s) of the request and identify the type of information 
   requested.
       c. To provide information to a congressional office from the 
   record of an individual in response to an inquiry from that 
   congressional office made at the request of that individual.
       d. By the National Archives and Records Administration in records 
   management inspections conducted under authority of 44 U.S.C. 2904 
   and 2906.
       e. To disclose information to officials of the National Merit 
   Systems Protection Board, including the Office of the Special 
   Counsel; the Federal Labor Relations Authority and its General 
   Counsel; or the Equal Employment Opportunity Commission, when 
   requested in performance of their authorized duties.
       f. To provide information to officials of labor organizations 
   reorganized under the Civil Service Reform Act, when relevant and 
   necessary to their duties of exclusive representation concerning 
   personnel policies, practices and matters affecting work conditions.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: These records are maintained in file folders.
     Retrievability: These records are retrieved by the names of the 
   individuals on whom they are maintained.
     Safeguards: These records are maintained in lockable metal filing 
   cabinets to which only authorized personnel have access.
     Retention and disposal: These records are destroyed 3 years after 
   closing of a given case. Disposal is by shredding or burning.
     System manager(s) and address: Budget and Administrative Officer, 
   Board for International Broadcasting, 1030 15th Street, NW, Suite 
   430, Washington, DC 20005.
     Notification procedure: It is required that individuals submitting 
   grievances be provided a copy of the record under the grievance 
   process. They may, however, contact the agency personnel office or 
   other such designated office where the action was processed, 
   regarding the existence of such records on them. They must furnish 
   the following information for their records to be located and 
   identified:
       a. Name.
       b. Date of birth.
       c. Approximate date of closing of the case and kind of action 
   taken.
       d. Organizational component involved.
     Record access procedures: It is required that individuals 
   submitting grievances by provided a copy of the record under the 
   grievance process. However, after the action has been closed, an 
   individual may request access to the official copy of the grievance 
   file by contacting the BIB Budget and Administrative Officer.
       Individuals must provide the following information for their 
   records to be located and identified:
       a. Name.
       b. Date of birth.
       c. Approximate date of closing of the case and kind of action 
   taken.
       d. Organizational component involved.
       Individuals requesting access must also follow the BIB's Privacy 
   Act regulations regarding access to records and verification of 
   identity (1 CFR ch. IV, part 415).
     Contesting record procedures: Review of requests from individuals 
   seeking amendment of their records which have been the subject of a 
   judicial or quasi-judicial action will be limited in scope. Review of 
   amendment requests of these records will be restricted to determining 
   if the record accurately documents the action of the agency ruling on 
   the case and will not include a review of the merits of the action, 
   determination or finding.
       Individuals wishing to request amendment to their records to 
   correct factual errors should contact the agency personnel office or 
   other such designated office where the grievance was processed. 
   Individuals must furnish the following information for their records 
   to be located and identified:
       a. Name.
       b. Date of birth.
       c. Approximate date of closing of the case and kind of action 
   taken.
       d. Organizational component involved.
       Individuals requesting access must also follow the BIB's Privacy 
   Act regulations regarding access to records and verification of 
   identity (1 CFR ch.IV, part 415).

                                 APPENDIX

       In the event that a system of records maintained by this agency 
   to carry out its functions indicates a violation or potential 
   violation of law, whether civil, criminal or regulatory in nature, 
   and whether arising by general statute or particular program statute, 
   or by regulation, rule or order issued pursuant thereto, the relevant 
   records in the system of records 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 
   violations or charged with enforcing or implementing the statute, or 
   rule, regulation or order issued pursuant thereto.
       A record from this system of records may be disclosed as a 
   ``routine use'' to a Federal, State or local agency maintaining 
   civil, criminal or other relevant enforcement information or other 
   pertinent information, such as current licenses, if necessary to 
   obtain information relevant to an agency decision concerning the 
   hiring or retention of an employee, the issuance of a security 
   clearance, the letting of a contract or the issuance of a license, 
   grant or other benefit.
       A record from this system of records may be disclosed to a 
   Federal agency, in response to its request, in connection with the 
   hiring or retention of an employee, the issuance of a security 
   clearance, the reporting of an investigation of an employee, 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 in the 
   matter.
       A record from this system of records may be disclosed to an 
   authorized appeal grievance examiner, formal complaints examiner, 
   equal employment opportunity investigator, arbitrator or other duly 
   authorized official engaged in investigation or settlement or a 
   grievance, complaint, or appeal filed by an employee. A record from 
   this system of records may be disclosed to the United States Civil 
   Service Commission in accordance with the agency's responsibility for 
   evaluation and oversight of Federal personnel management.
       A record from this system of records may be disclosed to officers 
   and employees of a Federal agency for purposes of audit.
       The information contained in this system of records will be 
   disclosed to the Office of Management and Budget in connection with 
   the review of private relief legislation as set forth in OMB Circular 
   No. A-19 at any stage of the legislative coordination and clearance 
   process as set forth in that circular.

   #.BOARD FOR INTERNATIONAL BROADCASTING


Title 22-Foreign Relations

PART 1301--BOARD FOR INTERNATIONAL BROADCASTING--(PRIVACY ACT OF 
1974)

Sec.

1301.1  Purpose and scope.
1301.2  Definitions.
1301.3  Procedures for requests pertaining to individual records in a 
    record system.
1301.4  Times, places, and requirements for the identification of the 
    individual making a request.
1301.5  Disclosure of requested information to the individual.
1301.6  Access to the accounting of disclosures from records.
1301.7  Request for correction or amendment to the record.
1301.8  Agency review of request for correction or amendment of the 
    record.
1301.9  Appeal of an initial adverse agency determination on correction 
    or amendment of the record.
1301.10  Disclosure of record to a person other than the individual to 
    whom the record pertains.
1301.11  Fees.

  Authority: 5 U.S.C. 552a; Pub. L. 93-579.

  Source: 41 FR 10413, Mar. 11, 1976, unless otherwise noted. 
Redesignated at 45 FR 17137, Mar. 18, 1980.


   Sec. 1301.1  Purpose and scope.

  The purposes of these regulations are to:
  (a) Establish a procedure by which an individual can determine if the 
Board for International Broadcasting (hereafter known as the Board) 
maintains a system of records which includes a record pertaining to the 
individual; and
  (b) Establish a procedure by which an individual can gain access to a 
record pertaining to him or her for the purpose of review, amendment 
and/or correction.


   Sec. 1301.2  Definitions.

  For the purpose of these regulations--
  (a) The term ``individual'' means a citizen of the United States or an 
alien lawfully admitted for permanent residence;
  (b) The term ``maintain'' includes maintain, collect, use or 
disseminate;
  (c) The term ``record'' means any item, collection or grouping of 

Other Popular 1995 Privacy Act Documents Documents:

Other Documents:

1995 Privacy Act Documents Records and Documents