Home > 1997 Privacy Act Documents > Privacy Act: [CRC--005] Information on Commissioners, Staff and State Advisory Committee Members, Past and Present....

Privacy Act: [CRC--005] Information on Commissioners, Staff and State Advisory Committee Members, Past and Present....


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   Federal Parent Locator System (FPLS) and Federal Tax Offset System 
   for use in locating individuals and identifying their income sources 
   to establish paternity, establish and modify orders of support and 
   for enforcement action.
       (2) To the Office of Child Support Enforcement for release to the 
   Social Security Administration for verifying social security numbers 
   in connection with the operation of the FPLS by the Office of Child 
   Support Enforcement.
       (3) To Office of Child Support Enforcement for release to the 
   Department of the Treasury for purposes of administering the Earned 
   Income Tax Credit Program (Section 32, Internal Revenue Code of 1986) 
   and verifying a claim with respect to employment on a tax return.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:
     Storage:
       Records are maintained in file folders, in file cabinets with 
   access limited to those persons whose official duties require access. 
   Personnel screening is employed to prevent unauthorized disclosure.
     Retention and disposal:
       The Official Personnel Folder (OPF) is retained indefinitely. The 
   OPF is sent to the National Personnel Records Center within 30 days 
   of the date of the employee's separation from the Federal service. 
   Some records such as letters of reprimand, indebtedness, and vouchers 
   are maintained for two years or destroyed when an individual resigns, 
   transfers, or is separated from the Federal service.
     System manager(s) and address: 
         Office of Management
         Personnel Officer
         1121 Vermont Avenue, NW, Room 507
         Washington, DC 20425
     Notification procedure: 
         General Counsel
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Record access procedures: Same as above with appeals to the Staff 
   Director. Former Federal employees who wish to contest their records 
   should direct such a request in writing to:
         Director
         Bureau of Manpower Information Systems
         U.S. Civil Service Commission
         1900 E Street, NW
         Washington, DC 20415
     Record source categories: Information in this system of records 
   either comes from the individual to whom it applies or is derived 
   from information he/she supplied, except information provided by 
   agency officials.

   #..CRC--008

   #....System name: Resource and Consultant.

     System location: 
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
         Office of Staff Director, Room 800
         Women's Rights Program Unit, Room 503
         Office of General Counsel, Room 600
         Public Affairs Unit, Room 700 All Regional Offices:
         Central States Regional Office, U.S.C.C.R.
         911 Walnut Street
         Kansas City, Missouri 64106
         Mid-Atlantic Regional Office, U.S.C.C.R.
         2120 L Street, NW, Room 510
         Washington, DC 20037
         Midwestern Regional Office, U.S.C.C.R.
         230 South Dearborn Street, 32nd Floor
         Chicago, Illinois 60604
         Mountain Rocky Regional Office, U.S.C.C.R.
         Executive Tower Inn
         1405 Curtis Street, Suite 1700
         Denver, Colorado 80202
         Northeastern Regional Office, U.S.C.C.R.
         26 Federal Plaza, Room 1639
         New York, New York 10007
         Southern Regional Office, U.S.C.C.R.
         Citizens Trust Bank Building, Room 362
         75 Piedmont Avenue, NE
         Atlanta, Georgia 30303
         Southwestern Regional Office, U.S.C.C.R.
         New Moore Building, Room 249
         106 Broadway
         San Antonio, Texas 78205
         Western Regional Office, U.S.C.C.R.
         312 North Spring Street, Room 1015
         Los Angeles, California 90012
         Northwestern Regional Office
         Federal Building
         915 Second Avenue, Room 2852
         Seattle, Washington 98174
     Categories of individuals covered by the system: Individuals with 
   expertise and experience in civil rights matters; consultants, 
   conference participants, appointees to Federal employment, boards of 
   directors, state advisory committees, contractors, and other 
   organizations.
     Categories of records in the system: This system contains resumes, 
   biographical sketches, mailing lists, rosters, some employment data 
   and interview reports, newspaper clippings, magazine articles, and 
   miscellaneous information about individuals.
     Authority for maintenance of the system: 42 U.S.C. sec. 1975d(a) 
   and (c), and sec. 1975c(a)(4)
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: Information is 
   referred to other Commission offices upon request for use in 
   recruitment of employees, for use in obtaining information on persons 
   interested in serving on advisory committees, or providing potential 
   resource or consultant assistance to the agency. Data is shared with 
   non-agency requesters where individuals have consented or data is of 
   a public nature. Mailing lists and rosters are used for 
   correspondence between the Commissioners, staff, advisory committees 
   and members of the public; also for dissemination of information 
   where appropriate.
       Disclosure may be made to a congressional office from the record 
   of an individual in response to an inquiry from the congressional 
   office made at the request of that individual.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: Records are on 
   paper in file folders. Most data are stored strictly by project and 
   subject title. Project directors and division heads are primary 
   personnel using the system. Women's Rights Program Unit: Resumes are 
   filed by name in the Unit's locked file cabinets; access is available 
   to Unit staff and, on occasion, to other Commission supervisory staff 
   and hiring officials. Office of General Counsel and Public Affairs 
   Unit: Data is stored in file cabinets with limited access. These 
   records are kept for an indefinite period of time within the agency 
   and subsequently retired to the National Archives when the project 
   file is inactive.
     System manager(s) and address: 
         Director
         Office of Management
         U.S. Commission on Civil Rights, Room 502A
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Notification procedure: 
         Office of General Counsel, Room 600
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Record access procedures: Same as above with appeal to the Staff 
   Director.
     Record source categories: Biographical information and background 
   information is obtained from the individual; resumes and S.F. 171's 
   are also obtained from the individual. Other information is obtained 
   from newspapers, magazines, and public sources.

   #..CRC--009

   #....System name: State Advisory Committee Project Files.

     System location: 
         Regional Office Liaison Unit
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425 Regional Offices:
         Central States Regional Office, U.S.C.C.R.
         911 Walnut Street
         Kansas City, Missouri 64106
         Mid-Atlantic Regional Office, U.S.C.C.R.
         2120 L Street, NW, Room 510
         Washington, DC 20037
         Midwestern Regional Office, U.S.C.C.R.
         230 South Dearborn Street, 32nd Floor
         Chicago, Illinois 60604
         Mountain Rocky Regional Office, U.S.C.C.R.
         Executive Tower Inn
         1405 Curtis Street, Suite 1700
         Denver, Colorado 80202
         Northeastern Regional Office, U.S.C.C.R.
         26 Federal Plaza, Room 1639
         New York, New York 10007
         Southern Regional Office, U.S.C.C.R.
         Citizens Trust Bank Building, Room 362
         75 Piedmont Avenue, NE
         Atlanta, Georgia 30303
         Southwestern Regional Office, U.S.C.C.R.
         New Moore Building, Room 249
         106 Broadway
         San Antonio, Texas 78205
         Western Regional Office, U.S.C.C.R.
         312 North Spring Street, Room 1015
         Los Angeles, California 90012
         Northwestern Regional Office
         Federal Building
         915 Second Avenue, Room 2852
         Seattle, Washington 98174
     Categories of individuals covered by the system: Members of the 
   public from whom staff or advisory committee members seek information 
   in connection with a project or their advisory function; individuals 
   active or interested in civil rights issues in their States and local 
   communities; public and private individuals with civil rights 
   responsibilities.
     Categories of records in the system: Reports from staff field 
   investigations; interview reports; informal hearings or open meetings 
   files; transcripts; letters to and from individuals regarding civil 
   rights, reports and publications prepared by governmental agencies 
   and private groups and individuals concerning civil rights; reports 
   from State Advisory Committee members concerning civil rights; 
   communications between the State Advisory Committees and State, local 
   and Federal governmental agencies and between the State Advisory 
   Committees and private individuals and groups generated during the 
   course of State Advisory Committee project investigations; Commission 
   reports and investigations. (Subject to the requirements of 42 U.S.C. 
   1975a(e).)
       Project files by the 5l State Advisory Committees have been 
   compiled by the Regional Office Liaison Unit in Washington, DC and in 
   the following regional offices:
       Central States Regional Office: Iowa; Kansas; Missouri; Nebraska.
       Mid-Atlantic Regional Office: Delaware; District of Columbia; 
   Maryland; Pennsylvania; Virginia; West Virginia.
       Midwestern Regional Office: Illinois; Indiana; Michigan; 
   Minnesota; Ohio: Wisconsin.
       Rocky Mountain Regional Office: Colorado; Montana; North Dakota; 
   South Dakota; Utah; Wyoming.
       Northeastern Regional Office: Connecticut; Maine; Massachusetts; 
   New Hampshire; New Jersey; New York; Rhode Island; Vermont.
       Southern Regional Office: Alabama; Florida; Georgia; Kentucky; 
   Mississippi; North Carolina; South Carolina; Tennessee.
       Southwestern Regional Office: Arkansas; Louisiana; Oklahoma; 
   Texas; New Mexico.
       Western Regional Office: Arizona; California; Hawaii; Nevada.
       Northwestern Regional Office: Alaska, Idaho; Oregon; Washington.
     Authority for maintenance of the system: 42 U.S.C. 1975d(c)
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: Records are used 
   to determine what projects State Advisory Committees should initiate 
   and as background and supporting material for the conduct of State 
   Advisory Committee projects; records are used by State Advisory 
   Committees as background and supporting material for the preparation 
   of State Advisory Committee reports and recommendations to the U.S. 
   Commission on Civil Rights. Primary users of these records are State 
   Advisory Committee members and Commission staff assisting State 
   Advisory Committees in the conduct of projects. State Advisory 
   Committee records are available, in part, to the public upon request 
   under the Freedom of Information Act. (Subject to 42 U.S.C. 
   1975a(e).)
       Disclosure may be made to a congressional office from the record 
   of an individual in response to an inquiry from the congressional 
   office made at the request of that individual.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:
     Storage:
       Records are stored on paper.
     Retrievability:
       Records are indexed by project title, subject matter and within 
   these categories by name of individuals and organization.
     Retention and disposal:
       Records are maintained by the Regional Office Liaison Unit in the 
   headquarters office in Washington, DC. and in the regional offices.
     System manager(s) and address: 
         Director
         Regional Office Liaison Unit
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Notification procedure: 
         General Counsel
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW
         Washington, DC 20425
     Record access procedures: Same as above with appeal to the Staff 
   Director.
     Record source categories: Members of the public, State Advisory 
   Committee members, Commissioners and Commission staff.
     Systems exempted from certain provisions of the act:
       The reasons for possibly asserting the exemptions are to prevent 
   subjects of investigation from frustrating the investigatory process, 
   to prevent disclosure of investigative techniques, to maintain the 
   ability of obtain necessary information, to fulfill commitments made 
   to sources to protect their identities and the confidentiality of 
   information and to avoid endangering these sources.

   #..CRC--010

   #....System name: Travel, Payroll, Time and Attendance of 
      Commissioners, Staff, Consultants, and State Advisory Committee 
      Members.

     System location: 
         Office of Management
         U.S. Commission on Civil Rights
         1121 Vermont Avenue, NW, Room 502
         Washington, DC 20425, All divisional offices, All regional 
   offices.
     Categories of individuals covered by the system: Commissioners, 
   staff, consultants, and State Advisory Committee members.
     Categories of records in the system: Records consist of manual 
   files containing payroll related information for staff and 
   consultants. Payroll and time and attendance records and information 
   includes many records or information also maintained in the Official 
   Personnel Folder and related files maintained in accordance with 
   Civil Service Commission regulations and of which notice has been 
   given by the Civil Service Commission in its notice of government-
   wide systems of personnel records. Payroll and related information 
   consists of various forms which discloses on a biweekly, year-to-
   date, and in some cases, an annual basis, payroll and leave data for 
   staff and consultants relating to rate and amount of pay, leave, and 
   hours worked, and leave balances; tax and retirement deductions; life 
   insurance and health insurance deductions; savings allotments, 
   savings bond and charity deductions.

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