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Privacy Act: [CO-22] Mask Work Recorded Documents Files....


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                           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.

<DOC>
 

COPYRIGHT OFFICE, LIBRARY OF CONGRESS

Table of contents

  CO-1-Master Index Card Files.
  CO-2-Copyright In-Process System (COINS).
  CO-3-Copyright Claims Registration Files.
  CO-4-Miscellaneous Correspondence Files.
  CO-5-Recorded Document Files.
  CO-6-Motion Picture Agreement Files.
  CO-7-Deposit Recordation File.
  CO-8-Compliance Activity File.
  CO-9-Office Mailing Lists.
  CO-10-Freedom of Information Act and Privacy Act Requests and 
  Disclosures File.
  CO-11-Address File.
  CO-12-Bibliographic File.
  CO-13-Secondary Transmissions by Cable Systems: Initial Notice of 
  Identity and Changes File.
  CO-14-Secondary Transmissions by Cable Systems: Statements of Account.
  CO-15-Cable System Videotape Transfer Contracts File.
  CO-16-Notice of Intention to Obtain Compulsory License for Making and 
  Distributing Phonorecords Embodying Nondramatic Musical Works File.
  CO-17-Jukebox License Applications.
  CO-18-Voluntary Licensing Agreements File.
  CO-19-Licensing Division Correspondence File.
  CO-20-Secondary Transmissions by Cable Systems: Correspondence Files.
  CO-21-Mask Work Registration Files.
  CO-22-Mask Work Recorded Documents File.
  CO-23-Network Name and Address File for Satellite Carrier Statutory 
  License.
  CO-24-Satellite Carrier Voluntary Agreements File.
  CO-25-Secondary Transmission by Satellite Carrier for Private Home 
  Viewing: Statement of Account.

<DOC>
 

COPYRIGHT OFFICE, LIBRARY OF CONGRESS

CO-1

System name: Master Index Card Files.

System location: 
  Copyright Office, Library of Congress, Washington, DC 20559.
Categories of individuals covered by the system: 
  Remitters of all cash received by the Office, and individuals who 
  submit documents for recordation, whether or not accompanied by a 
  remittance.
Categories of records in the system: 
  Records of material and remittances received; records of final 
  disposition of cases (in the form of registration numbers or identity 
  of other fee services), the amount charged and/or the amount refunded, 
  if any. Last cards produced September 14, 1985.
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 this system: (1) To keep a record of the receipt and 
  disbursement of all incoming cash; (2) to locate cases in-process 
  before the permanent catalog record is available; and (3) to prepare 
  refund vouchers.
Policies and practices for storing, retrieving, accessing, retaining, 
    and disposing of records in the system: 
Storage: 
  4 x 6 index cards in file cabinets.
Retrievability: 
  Alphabetically by remitter's name.
Safeguards: 
  These records are maintained in a room which is generally restricted 
  to authorized personnel and locked during nonworking hours. Limited, 
  provisional public access to these records is allowed from 10 a.m. to 
  11 a.m., Monday through Friday, except legal holidays.
Retention and disposal: 
  Five years from September 14, 1985.
System manager(s) and address: 
  Section Head, Mail and Correspondence Control Section, Receiving and 
  Processing 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 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: 
  Remitters or their authorized agents.

<DOC>
 

COPYRIGHT OFFICE, LIBRARY OF CONGRESS

CO-2

System name: Copyright In-Process System (COINS).

System location: 
  Copyright Office, Library of Congress, Washington, DC 20559.
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: (1) To record copyright fee charges, 
  reconcile deposits of fees and generate accounting reports; (2) to 
  create a record of receipt of all fee service requests; (3) to 
  determine the status of recently submitted requests, including the 
  registration number assigned; (4) to send periodic statements to 
  deposit account holders of their transactions with the Office; (5) to 
  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. All such 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 on tapes and discs 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.
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 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: 
  Individuals who request fee services, including deposit account 
  holders and Office charge sheets.

<DOC>
 

COPYRIGHT OFFICE, LIBRARY OF CONGRESS

CO-3

System name: Copyright Claims Registration Files.

System location: 
  Copyright Office, Library of Congress, Washington, DC 20559; 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: (1) In the preparation of search 
  reports at the request of a member of the public; (2) to respond to 
  requests by the public for information; (3) to correspond with 
  applicants or otherwise process applications and related materials; 
  (4) to monitor and control the flow of work in the Office; and (5) to 
  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/her authorized representative. However, 
  information about the material facts alleged in the application will 
  be given to the public upon request. 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: 
  Manila envelopes in file cabinets and on shelves; index cards in file 
  cabinets; bound volumes and microform computer tapes and discs.
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 the case of physical files, by correspondence control 
  number on a bar code label attached to each file.
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; Section Head, Mail and 
  Correspondence Control Section, Receiving and Processing Division, 
  Copyright Office, Library of Congress, Washington, DC 20559; Head, 
  Records Management Section, and Head, Reference and Bibliography 
  Section, Information and Reference Division, Copyright Office, Library 
  of Congress, Washington, DC 20559; Section Head, Technical Support, 
  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: 
  Remitters or their authorized agents.

<DOC>
 

COPYRIGHT OFFICE, LIBRARY OF CONGRESS

CO-4

System name: Miscellaneous Correspondence Files.

System location: 
  Copyright Office, Library of Congress, Washington, DC 20559.
Categories of individuals covered by the system: 
  Individuals who have: (1) Written to the Copyright Office for general 
  information about copyright; or (2) request 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.
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 

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