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





                   COPYRIGHT OFFICE, LIBRARY OF CONGRESS

                           Prefatory Statement

       The Copyright Office serves primarily as an office of public 
   record. Section 705 of title 17 of the United States Code requires 
   the Register of Copyrights to provide and keep in the Copyright 
   Office records of all deposits, registrations, recordations, and 
   other actions taken under title 17, and to prepare indexes of all 
   such records. It also provides that such records and indexes, as well 
   as the articles deposited in connection with completed copyright 
   registrations and retained under the control of the Copyright Office, 
   shall be open to public inspection. Therefore, information from these 
   records and indexes is routinely disclosed to the public. Further, in 
   accordance with 17 U.S.C. 706(a), copies may be made of the public 
   records and indexes of the Copyright Office. In accordance with 
   section 908(b) of title 17, the provisions of chapter 7 relating to 
   the records and publications of the Copyright Office apply to records 
   pertaining to mask works under chapter 9 of title 17 U.S.C.
       The source for Copyright Office systems of records are, wherever 
   possible, the individuals to whom the records pertain or their 
   authorized agents. Copyright Office personnel frequently make 
   additions or notations on Office records in the performance of their 
   official duties. To the extent they add information on individuals to 
   Office files, they should be considered sources of records. However, 
   because of the volume of such additions and notations, Copyright 
   Office personnel have not been cited specifically under the heading 
   ``source categories'' in this Systems' Notice.

   #..Table of Contents

       CO-1--Copyright In-Process System (COINS)
       CO-2--Copyright Claims Registration Files
       CO-3--Miscellaneous Correspondence Files
       CO-4--Recorded Document Files
       CO-5--Motion Picture Agreement Files
       CO-6--Deposit Recordation File
       CO-7--Compliance Activity File
       CO-8--Freedom of Information Act and Privacy Act Requests and 
   Disclosures File
       CO-9--Freedom of Information Act Annual Reports
       CO-10--Address File
       CO-11--Secondary Transmissions by Cable Systems: Statements of 
   Account
       CO-12--Secondary Transmissions by Satellite Carriers for Private 
   Home Viewing: Statements of Account
       CO-13--Licensing Division Correspondence Files
       CO-14--Secondary Transmission by Cable Systems: Correspondence 
   Files
       CO-15--Cable System Videotape Transfer Contracts File
       CO-16--Network Name and Address File for Satellite Carrier 
   Statutory License
       CO-17--Voluntary Licensing Agreements File
       CO-18--Satellite Carrier Licensing Agreements File
       CO-19--Notice of Intention to Obtain Compulsory License for 
   Making and Distributing Phonorecords Embodying Nondramatic Musical 
   Works File
       CO-20--Annual List of Claimants to the Satellite Carrier License 
   Royalties
       CO-21--Annual List of Claimants to the Cable Compulsory License 
   Royalties
       CO-22--Annual List of Claimants to the Digital Audio Recording 
   Technology Royalties
       CO-23--Records of Proceedings to Distribute Royalty Fees or 
   Adjust Royalty Rates
       CO-24--Licensing Division File of Specialty Station Claimants
       CO-25--Mask Work Registration Files
       CO-26--Mask Work Recorded Documents File
       CO-27--Notices of Intent to Enforce Copyrights Restored Under the 
   Uruguay Round Agreements Act
       CO-28--Initial Notice of Digital Transmission of Sound Recordings 
   Under Statutory License
       CO-29--Notice of Designation as Collective Under Statutory 
   License Notices
       CO-30--Online Service Provider Designation of Agents File
       CO-31--Litigation Statement Authorization File
       CO-32--Copyright Office Appeal Decisions

   #..CO-1

   #....System name: 

       Copyright In-Process System (COINS).
     System location: 
       Copyright Office, Library of Congress, Washington, DC 20559-6000.
     Categories of individuals covered by the system: 
       Individuals who make fee service requests to the Office, 
   including individuals who maintain deposit accounts.
     Categories of records in the system: 
       If remittance received: Name of remitter, appropriate cross-
   references, title of work, amount received, amount used, class of 
   application or fee service code, number of copies, nature of deposit 
   code.
       If deposit account: Name of deposit account holder, title of 
   work, debit, credit notation, old balance, new balance, class of 
   application or fee service code, number of copies, nature of deposit 
   code.
     Authority for maintenance of the system: 
       17 U.S.C. 705, 708.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The Office uses these records to: (1) Record copyright fee 
   charges, reconcile deposits of fees and generate accounting reports; 
   (2) create a record of receipt of all fee service requests; (3) 
   determine the status of recently submitted requests, including the 
   registration number assigned; (4) send periodic statements to deposit 
   account holders of their transactions with the Office; and (5) notify 
   deposit account holders that their accounts have become depleted.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records kept from November 1, 1977. Records are on computer discs 
   and tapes.
     Retrievability: 
       By name of remitter, title, deposit account holder, deposit 
   account number, and transaction identification number.
     Safeguards: 
       Records are stored in a room which is restricted to authorized 
   personnel and locked during nonworking hours. Computer access is by 
   functional passwords which are restricted to personnel who require 
   access to these records in the performance of their official duties.
     Retention and disposal: 
       The computerized system is used to store transactions for at 
   least six months, at which time the record is transferred to 
   microfilm for permanent retention.
     System manager(s) and address: 
       Section Head, Fiscal Control Section, Receiving and Processing 
   Division, Copyright Office, Library of Congress, Washington, DC 
   20559-6000.
     Notification procedure: 
       Inquiries about a record should be in writing addressed to the 
   Supervisory Copyright Information Specialist, GC/I&R, PO Box 70400, 
   Southwest Station, Washington, DC 20024.
     Record access procedures:
       Requests from individuals should be in writing addressed to the 
   official designated under ``Notification Procedure.''
     Contesting record procedures: 
       See rules published in 37 CFR part 204.
     Record source categories: 
       Individuals who request fee services.

   #..CO-2

   #....System name: 

       Copyright Claims Registration Files.
     System location: 
       Copyright Office, Library of Congress, Washington, DC 20559-6000; 
   Landover Center Annex, 1701 Brightseat Road, Landover, MD 20785; 
   Washington National Records Center, Washington, DC 20409.
     Categories of individuals covered by the system: 
       Authors and other copyright owners, copyright claimants, 
   applicants for registration or copyright renewal, or the authorized 
   agents of such individuals.
     Categories of records in the system: 
       Names and addresses of copyright claimants; certified statements 
   pertaining to authorship, creation, publication, and other 
   registration related information; general correspondence pertaining 
   to registration of claims to copyright.
     Authority for maintenance of the system: 
       17 U.S.C. 705, 708.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The Office uses these records to: (1) Prepare search reports at 
   the request of a member of the public; (2) respond to requests by the 
   public for information; (3) correspond with applicants or otherwise 
   process applications and related materials; (4) monitor and control 
   the flow of work in the Office; and (5) establish and maintain a 
   public record. It is the general policy of the Copyright Office to 
   deny direct public inspection of in-process application forms and 
   correspondence, and any related material forming part of a pending 
   application, except upon the request of the copyright claimant or his 
   or her authorized representative. Once registration of a copyright 
   claim has been completed or refused at the final agency level, the 
   registration and correspondence records pertaining to that claim are 
   open for public inspection from 8:30 a.m. to 5 p.m., Monday through 
   Friday, except legal holidays.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: 
       Envelopes in file cabinets and on shelves, index cards in file 
   cabinets, bound volumes and microfilm computer types and disks; 
   Copyright Office Electronic Registration, Recordation and Deposit 
   Systems (CORDS) records are stored on-line.
     Retrievability: 
       Registration number, cross-referenced by name of author, name of 
   claimant, and title of work in the Copyright Card Catalog and post-
   1977 automated catalog files; alphabetically by author's pseudonym 
   (prior to 1938) in Pseudonym Card File; on computer terminals by 
   correspondence control number, remitter's name and any entered cross-
   references, in process number, registration number; in the case of 
   physical files, by correspondence control number on a bar code label 
   attached to each file, and in the case of on-line files, by accessing 
   LOCIS (Library of Congress Information System) to examine the COHM, 
   COHD, and COHS files. This can be done by connecting to LOCIS through 
   the Library of Congress' internet gopher at marvel.loc.gov.
     Safeguards: 
       With the exception of the Copyright Card Catalog and post-1977 
   automated catalog files, these records are maintained in areas that 
   are restricted to authorized personnel. All records in this system 
   are maintained in areas that are locked during nonworking hours.
     Retention and disposal: 
       Retained permanently.
     System manager(s) and address: 
       Section Head, Renewals Section, Examining Division, Copyright 
   Office, Library of Congress, Washington, DC 20559-6000; Section Head, 
   Mail and Correspondence Control Section, Receiving and Processing 
   Division, Copyright Office, Library of Congress, Washington, DC 
   20559-6000; Head, Records Management Section, and Head, Reference and 
   Bibliography Section, Information and Reference Division, Copyright 
   Office, Library of Congress, Washington, DC 20559-6000; Section Head, 
   Technical Support Section, Cataloging Division, Copyright Office, 
   Library of Congress, Washington, DC 20559-6000.
     Notification procedure: 
       Inquiries about an individual's record should be in writing 
   addressed to the Supervisory Copyright Information Specialist, 
   Information Section, Information and Reference Division, Copyright 
   Office, Library of Congress, Washington, DC 20559-6000.
     Record access procedures: 
       Requests from individuals should be in writing addressed to the 
   official designated under ``Notification Procedure.''
     Contesting record procedures: 
       See rules published in 37 CFR part 204.
     Record source categories: 
       Remitters or their authorized agents.

   #..CO-3

   #....System name: 

       Miscellaneous Correspondence Files.
     System location: 
       Copyright Office, Library of Congress, Washington, DC 20559-6000.
     Categories of individuals covered by the system: 
       Individuals who have: (1) Written to the Copyright Office for 
   information about copyright or (2) requested fee services such as 
   search reports, copies of records or additional certificates of 
   copyright registration.
     Categories of records in the system: 
       General correspondence, including, where appropriate, the 
   requester's name and action taken by the Office.\1\
---------------------------------------------------------------------------
     \1\ Most general or routine requests for information made by 
   letter, telephone or e-mail are answered but not permanently 
   retained. The Licensing Division of the Copyright Office maintains a 
   separate set of correspondence files regarding administration of the 
   compulsory licenses in title 17, United States Code. These records 
   are described below.
---------------------------------------------------------------------------
     Authority for maintenance of the system: 
       17 U.S.C. 407-410, 705, 706, 708.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       The Office uses these records to: (1) Maintain a record of 
   correspondence with individuals who address inquiries to the Office 
   and with individuals who request fee services; (2) record the removal 
   and return of documents in a file by Office personnel; and (3) 
   control and monitor the processing of requests.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Envelopes in file cabinets and on shelves; on occasion, 3  x  5 
   paper slips in a file cabinet; personal computer hard drives or 
   diskettes.
     Retrievability: 
       Alphabetically by correspondent's name.
     Safeguards: 
       These records are maintained in areas that are restricted to 
   authorized personnel and are locked during nonworking hours.
     Retention and disposal: 
       Some files are retained indefinitely, while others are retained 
   for only three years.
     System manager(s) and address: 
       Section Head, Certification and Documents Section, Information 
   and Reference Division, Copyright Office, Library of Congress, 
   Washington, DC 20559-6000; Section Head, Mail and Correspondence 
   Control Section, Receiving and Processing Division, Copyright Office, 
   Library of Congress, Washington, DC 20559-6000.
     Notification procedure: 
       Inquiries about an individual's record should be in writing 
   addressed to the Supervisory Copyright Information Specialist, 
   Information Section, Information and Reference Division, Copyright 
   Office, Library of Congress, Washington, DC 20559-6000.
     Record access procedures:
       Requests from individuals should be in writing addressed to the 
   official designated under ``Notification Procedure.''
     Contesting record procedures: 
       See rules published in 37 CFR part 204.
     Record source categories: 
       Individual to whom the record pertains, or his or her authorized 
   agent.

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