Home > 1995 Privacy Act Documents > Privacy Act: [CBH--1] General Personnel File for Committee for Purchase from the Blind and Other Severely Handicapped--CBH--1....Privacy Act: [CBH--1] General Personnel File for Committee for Purchase from the Blind and Other Severely Handicapped--CBH--1....
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[2001 Privacy Act]
[From the U.S. Government Printing Office via GPO Access]
#.COMMITTEE FOR PURCHASE FROM PEOPLE WHO ARE BLIND OR SEVERELY
DISABLED
#..TABLE OF CONTENTS
CBH--1 General Personnel File
CBH--2 General Financial Records
CBH--3 Payroll Records
#..CBH--1
#....System name: General Personnel File for Committee for Purchase
from the Blind and Other Severely Handicapped--CBH--1.
System location: 2009 14th Street North, Suite 610, Arlington,
Virginia 22201
Categories of individuals covered by the system: Committee members
and employees (past and present).
Categories of records in the system: General personnel information,
including, among other data, photographs, applications, position
description, request for and notification of personnel action,
training records, security clearances, titles, service computation
date, date of birth, grade, salary, employment history, home address,
age, marital status, social security number, home telephone number,
resume, letter of recommendation, and short biographical sketches.
System contains copies of Civil Service Commission personnel forms
including, among other: Data for nonsensitive or noncritical-
sensitive position, and payroll change slip. Information is used by
authorized Committee employees in the performance of their duties.
Authority for maintenance of the system: 5 U.S.C., generally, and
Pub. L. 92-28.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: See appendix.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper.
Retrievability: Manual and by name.
Safeguards: Files locked in office; records are available to
authorized persons only.
Retention and disposal: In accordance with General Records Schedule
FPMR 101-11.4.
System manager(s) and address: Executive Director
1755 Jefferson Davis Highway, Suite 1107,
Arlington, Virginia 22202
Notification procedure: Contact individual listed above.
Record access procedures: Requests from individuals should be
addressed to the Executive Director of the Committee staff. Requests
may also be made in person. For written requests, the individual
should provide full name, address, telephone number, and the dates of
the activity. For personal visits, the individual should be able to
provide some acceptable identification such as driver's license or
employee identification card. Only general inquiries may be made by
telephone.
Contesting record procedures: Rules for access to records and for
contesting the contents and appealing initial determinations have
been promulgated in 41 CFR part 51-8.
Record source categories: Official personnel records and the
individual.
#..CBH--2
#....System name: General Financial Records for Committee for
Purchase from the Blind and Other Severely Handicapped--CBH--2.
System location: General Services Administration, Central Office,
copies held by the Committee. (GSA holds records for Committee under
contract.)
Categories of individuals covered by the system: Committee
employees.
Categories of records in the system: SF 1038, Application and
account for advance of funds; Vendor register and vendor payment
tape. Information is used by accounting technicians to maintain
adequate financial information and by other officers and employees of
GSA and the Committee who have a need for the record in the
performance of their duties.
Authority for maintenance of the system: 31 U.S.C., generally and
Pub. L. 92-28.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: See appendix.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system: 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: Executive Director
1755 Jefferson Davis Highway, Suite 1107,
Arlington, Virginia 22202.
Notification procedure: Contact system manager listed above.
Record access procedures: Requests from individuals should be
addressed to the Executive Director of the Committee staff. Requests
may also be made in person. For written requests, the individual
should provide full name, address, telephone number, and the dates of
the activity. For personal visits, the individual should be able to
provide some acceptable identification such as driver's license or
employee identification card. Only general inquiries may be made by
telephone.
Contesting record procedures: Rules for access to records and for
contesting the contents and appealing initial determinations have
been promulgated in 41 CFR part 51-8.
Record source categories: The subject individual; the Committee.
#..CBH--3
#....System name: Payroll Records for Committee for Purchase from the
Blind and Other Severely Handicapped--CBH--3.
System location: General Services Administration, Region 3 Office;
copies held by the Committee (GSA holds records for Committee under
contract).
Categories of individuals covered by the system: Past and present
Committee employees.
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, W-2 forms, overtime
requests, leave data, retirement records. Records are used by
Committee and GSA employees to maintain adequate payroll information
for Committee employees and otherwise by Committee and GSA employees
who have a need for the record in the performance of their duties.
Authority for maintenance of the system: 31 U.S.C., generally.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: See appendix.
Records also are disclosed to GAO for audits; to the Internal
Revenue Service for investigation; and to private attorneys, pursuant
to a power of attorney.
A copy of an employee's Department of the Treasury Form W-2, Wage
and Tax Statement, also is disclosed to the State, city, or other
local jurisdiction which is authorized to tax the employee's
compensation. The record will be provided in accordance with a
withholding agreement between the State, city, or other local
jurisdiction and the Department of the Treasury pursuant to 5 U.S.C.
5516, 5517, or 5529, or, in the absence thereof, in response to a
written request from an appropriate official of the taxing
jurisdiction to the Executive Director, Committee for Purchase from
the Blind and Other Severely Handicapped, 1755 Jefferson Davis
Highway, Suite 1107, Arlington, Virginia 22202.
The request must include a copy of the applicable statute or
ordinance authorizing the taxation of compensation and should
indicate whether the authority of the jurisdiction to tax the
employee is based on place of residence, place of employment, or
both.
Pursuant to a withholding agreement between a city and the
Department of the Treasury (5 U.S.C. 5520), copies of executed city
tax withholding certificates shall be furnished the city in response
to written request from an appropriate city official to the Executive
Director, Committee for Purchase from the Blind and Other Severely
Handicapped, 2009 14th Street North, Suite 610, Arlington, Virginia
22201.
In the absence of a withholding agreement, the Social Security
Number will be furnished only to a taxing jurisdiction which has
furnished this agency with evidence of its independent authority to
compel disclosure of the Social Security Number, in accordance with
section 7 of the Privacy Act, Pub. L. 93-579.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper and microfilm.
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: Executive Director,
2009 14th Street, North, Suite 610,
Arlington, Virginia 22201.
Notification procedure: Contact system manager listed above.
Record access procedures: Requests from individuals should be
addressed to the Executive Director of the Committee staff. Requests
may also be made in person. For written requests, the individual
should provide full name, address, telephone number, and the dates of
the activity. For personal visits the individual should be able to
provide some acceptable identification such as driver's license or
employee identification card. Only general inquiries may be made by
telephone.
Contesting record procedures: Rules for access to records and for
contesting the contents and appealing initial determinations have
been promulgated in 41 CFR part 51-8.
Record source categories: The subject individual; the Committee.
APPENDIX (CBH)
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 of 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
violation 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 of 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 purpose 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.
A record from this system of records may be disclosed as a
routine use to a Member of Congress or to a congressional staff
member in response to an inquiry of the Congressional Office made at
the request of the individual about whom the record is maintained.
A record from this system of records may be disclosed to officers
and employees of the General Services Administration in connection
with administrative services provided to this agency under agreement
with GSA.
#.COMMITTEE FOR PURCHASE FROM THE BLIND AND OTHER SEVERELY
HANDICAPPED
Title 41-Public Contracts and Property Management
Subtitle B-Other Provisions Relating to Public Contracts
Chapter 51-Committee for Purchase from Blind and Other Severely
Handicapped
PART 51-8--PRIVACY ACT RULES
Subpart 51-8.1--General Policy
Sec.
51-8.101 Maintenance of records.
51-8.101-1 Collection and use.
51-8.101-2 Standards of accuracy.
51-8.101-3 Content of systems of records.
51-8.101-4 Rules of conduct.
51-8.101-5 Safeguarding systems of records.
51-8.102 Availability of records.
51-8.102-1 Specific exemptions.
Subpart 51-8.2--Disclosure of Records
51-8.201 Conditions of disclosure.
51-8.202 Accounting of disclosures.
Subpart 51-8.3--Individual Access to Records
51-8.301 Notification.
51-8.302 Times, places and requirements for access requests.
51-8.303 Access procedures.
51-8.303-1 Form of requests.
51-8.303-2 Special requirements for medical/psychological records.
51-8.303-3 Granting access.
51-8.303-4 Denials of access.
51-8.304 Fees.
51-8.304-1 Records available without charge.
51-8.304-2 Records available at a fee.
51-8.304-3 Prepayment of fees over $25.
51-8.304-4 Form of payment.
51-8.304-5 Reproduction fee schedule.
Subpart 51-8.4--Requests To Amend Records
51-8.401 Submission of requests to amend records.
51-8.402 Review of requests to amend records.
51-8.403 Approval of requests to amend.
51-8.404 Refusal of request to amend.
51-8.405 Request of review of refusal to amend a record.
Subpart 51-8.5--Report on New Systems and Alteration of Existing Systems
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