Privacy Act: [FEC 4]...

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   #..FEC 4

   #....System name: 

       Mailing Lists.
     System location: 
       Federal Election Commission, Washington, DC 20463.
     Categories of individuals covered by the system: 
       (a) Individuals and institutions who have requested a 
   subscription to the Record.
       (b) Individuals who have requested FEC publications.
       (c) State and local election officials interested in keeping 
   informed of developments.
       (d) Reporters who request releases; media added by the Press 
   Office.
     Categories of records in the system: 
       (a) Lists of names, addresses, principal areas of interest.
       (b) List of names, addresses, and subjects of interest to the 
   requester.
       (c) List of names, addresses, duties and jurisdictions.
       (d) Computer listings.
     Authority for maintenance of the system: 
       2. U.S.C. 438(a) for all categories.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (a) Distribution of monthly newsletter, the Record, to 
   subscribers.
       (b) To forward new publications and other informational materials 
   to persons who have expressed an interest in the subject matter.
       (c) To distribute publications and other materials of interest to 
   those who administer the election law of the states.
       (d) To mail press releases.
       Routine use for disclosure to the Department of Justice for use 
   in litigation:
       It shall be a routine use of the records in this system of 
   records to disclose them to the Department of Justice when:
       (a) The agency, or any component thereof; or
       (b) Any employee of the agency in his or her official capacity; 
   or
       (c) Any employee of the agency in his or her individual capacity 
   where the Department of Justice has agreed to represent the employee; 
   or
       (d) The United States, where the agency determines that 
   litigation is likely to affect the agency or any of its components, 
   is a party to litigation or has an interest in such litigation, and 
   the use of such reports by the Department of Justice is deemed by the 
   Federal Election Commission to be relevant and necessary to the 
   litigation provided, however, that in each case the agency determines 
   that disclosure of the records to the Department of Justice is a use 
   of the information contained in the records that is compatible with 
   the purpose for which the records were collected.
       Routine use for agency disclosure in litigation:
       It shall be a routine use of records maintained by this agency to 
   disclose them in a proceeding before a court or adjudicative body 
   before which the agency is authorized to appear when:
       (a) The agency, or any component thereof; or
       (b) Any employee of the agency in his or her official capacity; 
   or
       (c) Any employee of the agency in his or her individual capacity 
   where the agency has agreed to represent the employee; or
       (d) The United States, where the agency determines that 
   litigation is likely to affect the agency, or any of its components, 
   is a party to litigation or has an interest in such litigation, and 
   the Federal Election Commission determines that, on a case-by-case 
   basis, use of such records is relevant and necessary to the 
   litigation, provided, however, that the agency determines that 
   disclosure of the records is compatible with the purpose for which 
   the records were collected.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Computerized for all categories.
     Retrievability: 
       (a) Name or identification numbers.
       (b) Name.
       (c) Name, title, jurisdiction or region of the country.
       (d) Name of individual or name of media.
     Safeguards: 
       Access code with password for all categories.
     Retention and disposal: 
       (a) Purged every two years or upon request of subscriber.
       (b) Purged every two years.
       (c) Indefinite.
       (d) Indefinite.
     System manager(s) and address:
       The Assistant Staff Director for Information, Federal Election 
   Commission, Washington, DC 20463, (202/219-3440).
     Notification procedure:
       Refer to Commission access regulations at 11 CFR 1.1 et seq., 41 
   FR 43064 (1976).
     Record access procedures: 
       Same as above.
     Contesting record procedures: 
       Same as above.
     Record source categories: 
       (a) Individuals and organizations who request a subscription to 
   the Record.
       (b) Individuals to whom the Information Division has mailed 
   publications.
       (c) Officials requiring up-to-date information on elections 
   administration.
       (d) Oral and written requests to be placed on list; media 
   directories.

   #..FEC 5

   #....System name: 

       Personnel records.
     System location: 
       Federal Election Commission, Washington, DC 20463.
     Categories of individuals covered by the system: 
       Applicants for employment, current employees (including unpaid 
   interns), and former employees.
     Categories of records in the system: 
       (a) SF-171's/resumes.
       (b) SF-7 Record Cards (current and former employees).
       (c) Official Personnel Folder (OPF).
       (d) Employee Performance Folders (EPF).
       (e) Individual Employee Master Files.
       (f) Discipline/Adverse Action Files.
       (g) Outside Employment Files.
       (h) Employee Medical File.
       (i) Grievance Files.
       (j) Appeal Files.
     Authority for maintenance of the system: 
       2 U.S.C. 437c and 5 CFR 293.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       (a) SF-171's/OF-16's/Resumes--used by the Personnel staff and all 
   levels of management to evaluate qualifications and make personnel 
   selections.
       (b) SF-7 Record Cards--used by Personnel staff to verify salary, 
   grade and service of current and former employees for use by 
   prospective employers, credit bureaus, etc.
       (c) OPF--used by Personnel staff to process and record personnel 
   actions, and by Personnel staff and line managers to evaluate skills, 
   ability and qualifications for selection, promotion, and other 
   personnel actions.
       (d) EPF--used by Personnel staff to record performance-related 
   information such as performance appraisals, and by line managers as 
   basis for personnel actions.
       (e) Individual Employee Master File--computer-stored record of 
   all personnel actions and other pertinent employee data; used by 
   Personnel staff to process and record personnel actions and by the 
   authorized Data Systems staff and Payroll and Accounting staff to 
   update and revise files, programs and produce required statistical 
   reports.
       (f) Discipline and Adverse Actions--used by Personnel staff and 
   line managers in considering decisions on such actions, and for 
   appeals, grievances and hearings.
       (g) Outside Employment Files--used by Personnel and legal staff 
   to consider requests for outside employment and to verify approval/
   disapproval.
       (h) Employee Medical Files--used by Personnel staff and line 
   managers to record employee medical information pertinent to their 
   performance/attendance/conduct, and in reviewing the impact of 
   medical conditions on their employment.
       (i) Grievance Files--used by Personnel staff to record the 
   disposition of employee grievances.
       (j) Appeals Files--used by Personnel staff to record the 
   disposition of employee appeals.
       In addition to the above, in the event that a system of records 
   maintained by this agency to carry out its functions indicated a 
   violation or potential violation of law, whether civil, criminal or 
   regulatory in nature, and whether arising by general statute or 
   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 
   investigation or prosecuting such violation or charged with enforcing 
   or implementing the statute, or rule, regulation or order issued 
   pursuant thereto.
       A record from the system of records may be disclosed as ``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 complaints examiner, equal employment opportunity 
   investigator, administrative law judge, 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 U.S. Office of 
   Personnel Management 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 purposes of audit.
       A record from this system of records may also be disclosed to 
   the: (1) Office of Child Support Enforcement, Administration for 
   Children and Families, Department of Health and Human Services 
   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) 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; and (3) Office of Child Support 
   Enforcement for release to the Department of 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 in a tax return.
       Routine use for disclosure to the Department of Justice for use 
   in litigation:
       It shall be a routine use of the records in this system of 
   records to disclose them to the Department of Justice when:
       (a) The agency, or any component thereof; or
       (b) Any employee of the agency in his or her official capacity; 
   or
       (c) Any employee of the agency in his or her individual capacity 
   where the Department of Justice has agreed to represent the employee; 
   or
       (d) The United States, where the agency determines that 
   litigation is likely to affect the agency or any of its components, 
   is a party to litigation or has an interest in such litigation, and 
   the use of such reports by the Department of Justice is deemed by the 
   Federal Election Commission to be relevant and necessary to the 
   litigation provided, however, that in each case the agency determines 
   that disclosure of the records to the Department of Justice is a use 
   of the information contained in the records that is compatible with 
   the purpose for which the records were collected.
       Routine use for agency disclosure in litigation:
       It shall be a routine use of records maintained by this agency to 
   disclose them in a proceeding before a court or adjudicative body 
   before which the agency is authorized to appear when:
       (a) The agency, or any component thereof; or
       (b) Any employee of the agency in his or her official capacity; 
   or
       (c) Any employee of the agency in his or her individual capacity 
   where the agency has agreed to represent the employee; or
       (d) The United States, where the agency determines that 
   litigation is likely to affect the agency, or any of its components, 
   is a party to litigation or has an interest in such litigation, and 
   the Federal Election Commission determines that, on a case-by-case 
   basis, use of such records is relevant and necessary to the 
   litigation, provided, however, that the agency determines that 
   disclosure of the records is compatible with the purpose for which 
   the records were collected.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage:
       (a) Hard copy record kept in Personnel Office.
       (b) Hard copy record kept in Personnel Office.
       (c) Hard copy record kept in Personnel Office.
       (d) Hard copy record kept in Personnel Office.
       (e) Computer disk packs within central processing unit.
       (f) Hard copy record kept in Personnel Office.
       (g) Hard copy record kept in Personnel Office.
       (h) Hard copy record kept in Personnel Office.
       (i) Hard copy record kept in Personnel Office.
       (j) Hard copy record kept in Personnel Office.
     Retrievability: 
       (a) Retrieval by hand of alphabetical files.
       (b) Retrieval by hand of alphabetical files.
       (c) Retrieval by hand of alphabetical files.
       (d) Retrieval by hand of alphabetical files.
       (e) On line access using SSN.
       (f) Retrieval by hand of alphabetical files.
       (g) Retrieval by hand of alphabetical files.
       (h) Retrieval by hand of alphabetical files.
       (i) Retrieval by hand of alphabetical files.
       (j) Retrieval by hand of alphabetical files.
     Safeguards: 
       (a) Locked file cabinet in locked office.
       (b) Locked Office.
       (c) Locked file cabinet in locked office.
       (d) Locked file cabinet in locked office.
       (e) Overall password for group number, individual password for 
   each program; knowledge of password limited to appropriate personnel.
       (f) Locked file cabinet in locked office.
       (g) Locked file cabinet in locked office.
       (h) Locked file cabinet in locked office.
       (i) Locked file cabinet in locked office.
       (j) Locked file cabinet in locked office.
     Retention and disposal: 
       (a) 1 year; shredded.
       (b) Indefinite.
       (c) Indefinite; transferred with employee to succeeding agency or 
   retired to Federal Records Center upon retirement or termination/
   resignation from Federal service or death.
       (d) Indefinite; shredded within 30 days of employee departure 
   unless part of ongoing adjudicatory action.
       (e) Indefinite.
       (f) Indefinite.
       (g) 2 years; shredded.
       (h) Indefinite; transferred with employee to succeeding agency or 
   retired to Federal Records Center upon retirement or termination/
   resignation from Federal service or death.
       (i) Indefinite.

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