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of users and the purposes of such uses:
The Office uses these records: (1) To maintain a record of
correspondence with individuals who address inquiries to the Office
and with individuals who request fee services; (2) to record the
removal and return of documents in a file by Office personnel; and (3)
to control and monitor the processing of requests.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Manila envelopes in file cabinets and on shelves, and, on occasion,
3 x 5 paper slips in a file cabinet.
Retrievability:
Alphabetically by correspondent's name.
Safeguards:
These records are maintained in areas that are restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Some files are retained indefinitely, while others are only retained
for 3 years.
System manager(s) and address:
Section Head, Certification and Documents Section, Information and
Reference Division, Copyright Office, Library of Congress, Washington,
DC 20559; Section Head, Mail and Correspondence Control Section,
Receiving and Processing Division, Copyright Office, Library of
Congress, Washington, DC 20559.
Notification procedure:
Inquires 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.
Record access procedure:
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 their authorized agent.
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COPYRIGHT OFFICE, LIBRARY OF CONGRESS
CO-5
System name: Recorded Documents Files.
System location:
Copyright Office, Library of Congress, Washington, DC 20559.
Categories of individuals covered by the system:
Individuals who are parties to, or have submitted for recordation,
assignments, licenses, notices of termination of transfer, and other
documents pertaining to a copyright; notices of error in the name in a
copyright notice; authors of anonymous and pseudonymous works in
instances where any person having an interest in the copyright in such
a work submits a statement identifying one or more authors of the
work; authors of works in instances where any person having an
interest in the copyright in a particular work submits a statement of
the death of the author or a statement that the author is still living
on a particular date.
Categories of records in the system:
Assignments, licenses, notices of termination of transfer, wills,
statements of abandonment of copyright, affidavits (such as a
statement with respect to the authorship of a work), agreements or
contracts, and other documents pertaining to copyright ownership,
statements of identity of an anonymous or pseudonymous author,
statements of the date of death of an author or that the author is
still living on a particular date, and notices of error in the name in
a copyright notice.
Authority for maintenance of the system:
17 U.S.C. 203(a)(4), 205, 302, 304(c), 406(a)(2), 705.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Records of recorded documents are open to public inspection from 8:30
a.m. to 5 p.m., Monday through Friday, except legal holidays. In
addition, the Office uses these records to compile an index to
documents received for recordation. The index to documents received
and recorded through 1977 is located in the Copyright Card Catalog.
Since January 1, 1978, access to assignment documents recorded after
1977 is available in the automated document catalog file.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Prior to recordation, records are maintained in manila envelopes in
file cabinets. Once recorded, original documents are microfilmed and
returned to the remitter. Copies of copyright assignments and related
documents received prior to 1954 are in bound volumes as well as on
microfilm.
Retrievability:
By the date the Office received the document and cross-referenced it
in the Copyright Card Catalog or automated document catalog file by
individual names and titles of works.
Safeguards:
Prior to recordation, documents and related materials are maintained
in a room which is restricted to authorized personnel. All records are
maintained in areas that are locked during nonworking hours.
Retention and disposal:
Retained permanently.
System manager(s) and address:
Supervisor, Documents Unit, Technical Support Section, Cataloging
Division, Copyright Office, Library of Congress, Washington, DC 20559;
and Section Head, Reference and Bibliography Section, Information and
Reference Division, Copyright Office, Library of Congress, Washington,
DC 20559.
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.
Record access procedures:
Request 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, such individual's authorized
agent, and other parties to the document recorded, or such parties'
authorized agents, as well as individuals having an interest in the
copyright in a work which is the subject of the document submitted for
recordation.
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COPYRIGHT OFFICE, LIBRARY OF CONGRESS
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System name: Motion Picture Agreement Files.
System location:
Copyright Office, Library of Congress, Washington, DC 20559.
Categories of individuals covered by the system:
Copyright depositors who have agreed to return to the Library one
archival quality copy of any motion picture returned to the depositor
if the Library of Congress requests such return within two years of
the date of deposit.
Categories of records in the system:
Records contain the name and address of the depositor and the date on
which the Motion Picture Agreement was executed by the Librarian of
Congress.
Authority for maintenance of the system:
17 U.S.C. 407, 705.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The Office uses these records to determine if the Library of Congress
has a Motion Picture Agreement with the depositor of a motion picture.
If the Library has such an agreement, the copy of the motion picture
submitted will be returned to the remitter if a written request has
been made. In the absence of such an agreement, the Office will retain
the copy.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Upon receipt of these Agreements, the Copyright Acquisitions Division
transcribes some of the information in the agreements onto 3 x 5
cards, copies of which are then sent to the Performing Arts Section of
the Copyright Office Examining Division.
Retrievability:
Alphabetically by depositor's name.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Copyright Acquisitions Division, Copyright Office, Library of
Congress, Washington, DC 20559.
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.
Record access procedures:
Request 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:
Depositors or their authorized agents.
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COPYRIGHT OFFICE, LIBRARY OF CONGRESS
CO-7
System name: Deposit Recordation File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559.
Categories of individuals covered by the system:
Individuals who, without simultaneously applying for copyright
registration, have submitted deposit copies in accordance with the
provisions of 17 U.S.C. 407.
Categories of records in the system:
Title of work, edition statement, imprint, collation, in notice
statement, depositor, depositor's address, number of copies received,
date received, and disposition.
Authority for maintenance of the system:
17 U.S.C. 407, 705.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The Office uses these records: (1) To keep a record of compliance with
17 U.S.C. 407; (2) to locate and correspond with those who have
published works but who have not deposited the required copies; (3) to
prepare weekly statistics on the number and nature of deposits
received; and (4) to prepare search reports at the request of a member
of the public.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
4 x 6 cards in the cabinet and visible file.
Retrievability:
Alphabetically by depositor's name, author's name, and title of work.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained permanently.
System manager(s) and address:
Chief, Copyright Cataloging Division, Copyright Office, Library of
Congress, Washington, DC 20559.
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.
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:
Deposit copies submitted.
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COPYRIGHT OFFICE, LIBRARY OF CONGRESS
CO-8
System name: Compliance Activity File.
System location:
Copyright Office, Library of Congress, Washington, DC 20559.
Categories of individuals covered by the system:
Individuals from whom the Office has demanded, in accordance with 17
U.S.C. 407, copies of works published in the United States. It also
includes individuals whose works were found to be deposited in
accordance with 17 U.S.C. 407 prior to a demand.
Categories of records in the system:
Author's name, title of work, publisher, copyright claimant, dates of
initial and follow-up action.
Authority for maintenance of the system:
17 U.S.C. 407, 705.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
The Office uses these records to avoid sending out duplicate
correspondence.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
4 x 6 index cards in a file cabinet.
Retrievability:
Alphabetically by title and claimant's name.
Safeguards:
These records are maintained in a room which is restricted to
authorized personnel and locked during nonworking hours.
Retention and disposal:
Retained indefinitely.
System manager(s) and address:
Chief, Copyright Acquisitions Division, Copyright Office, Library of
Congress, Washington, DC 20559.
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.
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:
Printed bibliographies, publishers' catalogs, citations provided by
the Library of Congress, published citations of the work, and Office
personnel who have personally observed the item cited.
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COPYRIGHT OFFICE, LIBRARY OF CONGRESS
CO-9
System name: Office Mailing Lists.
Other Popular 1995 Privacy Act Documents Documents:
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