Privacy Act: [ITC-11]...

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





   #.INTERNATIONAL TRADE COMMISSION


   #..Table of Contents

   ITC-1--Pay, Leave and Travel Records
   ITC-2--Grievance Records
   ITC-3--Office of Inspector General Investigative Files (General)
   ITC-4--Office of Inspector General Investigative Files (Criminal)
   ITC-5--Telephone Call Detail Records
   ITC-6--Security Access Records
   ITC-7--Personnel Security Investigative Files Records
   ITC-8--Library Circulation Records
   ITC-9--Parking Records
   ITC-10--Mailing List Records
   ITC-11--Congressional Correspondence Records
   Appendix A: General Routine Uses Applicable to More Than One System 
            of Records
   Appendix B: Government-Wide Systems of Records Applicable to the 
            Commission

   #..ITC-1

   #....System name: 

       Pay, Leave and Travel Records.
     System location:
       Office of Finance and Budget, U.S. International Trade 
   Commission, 500 E Street, SW, Washington, DC 20436; Administrative 
   Service Center Payroll Operations Division, Bureau of Reclamation, 
   U.S. Department of the Interior, Mail Stop D-2600, 7201 West 
   Mansfield Avenue, Lakewood, CO 80235-2230; General Services 
   Administration, 1500 East Bannister Road, Kansas City, MO 64131; and 
   in all Commission offices located at the same address as the Office 
   of Finance and Budget. For Retired Personnel Files: National Archives 
   and Records Administration National Personnel Records Center 
   (Civilian Personnel Records Center), 111 Winnebago Street, St. Louis, 
   MO 63118.
     Categories of individuals covered by the system: 
       All current and former Commission employees.
     Categories of records in the system: 
       This system contains various records relating to pay, leave and 
   travel. This includes information such as: Name; date of birth; 
   Social Security number; W-2 address; grade; employing organization; 
   timekeeper number; salary; pay plan; number of hours worked; leave 
   accrual rate, usage, and balances; activity accounting reports; Civil 
   Service Retirement and Federal Retirement System contributions; FICA 
   withholdings; Federal, State, and local tax withholdings; Federal 
   Employee's Group Life Insurance withholdings; Federal Employee's 
   Health Benefits withholdings; charitable deductions; allotments to 
   financial organizations; levy, garnishment, and salary and 
   administrative offset documents; savings bonds allotments; union and 
   management association dues withholding allotments; Combined Federal 
   Campaign and other allotment authorizations; direct deposit 
   information; information on the leave transfer program; travel 
   records; and tax fringe benefits.
     Authority for maintenance of the system: 
       Authority for maintenance of the system includes the following 
   with any revisions or amendments: 5 U.S.C. Chapters 53, 55, 57 and 
   61; 31 U.S.C. 3131 and 3512; Executive Order 9397.
   Purpose(s): 
       These records are used for the purposes of administering pay and 
   leave, authorizing travel, activity accounting, and budget 
   preparation.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       General Routine Uses A-K apply to this system.
       The pay and leave records are transmitted electronically by the 
   Commission directly to the Administrative Service Center, U.S. Bureau 
   of Reclamation, U.S. Department of Interior, which provides payroll 
   services. The U.S. Department of Interior transmits relevant portions 
   of those records as necessary to the following:
       (a) To the Treasury Department for issuance of pay checks;
       (b) To the Treasury Department for issuance of savings bonds;
       (c) To the U.S. Office of Personnel Management (``OPM'') for 
   retirement, health and life insurance purposes, and to carry out 
   OPM's Government-wide personnel management functions;
       (d) To the National Finance Center, U.S. Department of 
   Agriculture for the Thrift Savings Plan and Temporary Continuation of 
   Coverage;
       (e) To the Social Security Administration for reporting wage data 
   in compliance with the Federal Insurance Compensation Act;
       (f) To the Internal Revenue Service and to State and local tax 
   authorities for tax purposes, including reporting of withholding, 
   audits, inspections, investigations, and similar tax activities;
       (g) To the Combined Federal Campaign for charitable contribution 
   purposes; and
       (h) To officials of labor organizations recognized under 5 U.S.C. 
   Chapter 71 for the purpose of identifying Commission employees 
   contributing union dues each pay period and the amount of dues 
   withheld.
       Travel records are transmitted to the Philadelphia Finance 
   Center, U.S. Department of Treasury for issuance of travel 
   reimbursement checks.
       Relevant information in this system may be disclosed as necessary 
   to other Federal agencies or Federal contractors with statutory 
   authority to assist in the collection of Commission debts.
   Disclosure to consumer reporting agencies:
       Disclosures may be made from this system pursuant to 5 U.S.C. 
   552a(b)(12) and 31 U.S.C. 3711(f) to ``consumer reporting agencies'' 
   as defined in 31 U.S.C. 3701(a)(3).
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: These records are maintained on computer media, on paper 
   in file folders, and on microfiche. The computer records are shared 
   electronically with the Department of the Interior.

     Retrievability: These records are retrieved by the name and Social 
   Security Number of the individuals on whom they are maintained.

     Safeguards: These records are maintained in a building with 
   restricted public access. The records in this system are kept in 
   limited access areas within the building. The paper files are 
   maintained in secure file cabinets, and access is limited to persons 
   whose official duties require access. The computer files can only be 
   accessed by authorized individuals through the use of passcodes.

     Retention and disposal: Payroll and salary and administrative 
   offset records will be updated as required in accordance with the 
   National Archives and Records Administration's (NARA's) General 
   Records Schedule 2. Time and attendance records generally will be 
   destroyed after a General Accounting Office (GAO) audit or when six 
   years old, whichever is sooner, in accordance with NARA's General 
   Records Schedule 2. Tax withholding records will be destroyed when 
   four years old in accordance with NARA's General Records Schedule 2. 
   U.S. Savings Bond authorization (SF 1192 or equivalent) will be 
   destroyed when superseded or after separation of employee in 
   accordance with NARA's General Records Schedule 2. Bond registration 
   files, receipt and transmittal files will be destroyed four months 
   after date of issuance of bond in accordance with NARA's General 
   Records Schedule 2. Combined Federal Campaign and other allotments 
   will be destroyed after a GAO audit or when three years old, 
   whichever is sooner. Thrift Savings Plan Election forms will be 
   destroyed when superseded or after separation of employee in 
   accordance with NARA's General Records Schedule 2. Direct deposit 
   sign-up forms will be destroyed when superseded or after separation 
   of employee in accordance with NARA's General Records Schedule 2. 
   Levy and garnishment records will be destroyed three years after 
   garnishment is terminated. Travel authorization records will be 
   destroyed six years after the period of the account in accordance 
   with NARA's General Records Schedule 9. Records will be disposed of 
   in a secure manner.
     System manager(s) and address: 
       Director, Office of Finance and Budget, U.S. International Trade 
   Commission, 500 E Street, SW, Washington, DC 20436.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about them should contact the Privacy Act 
   Officer, Office of the Director of Administration, U.S. International 
   Trade Commission, 500 E Street, SW, Washington, DC 20436.
       Individuals must furnish the following information for their 
   records to be located and identified:

   1. Full name(s);
   2. Date of birth;
   3. Social Security Number;
   4. Dates of employment; and
   5. Signature.
     Record access procedure:
       Individuals wishing to request access to their records should 
   contact the Privacy Act Officer, Office of the Director of 
   Administration, U.S. International Trade Commission, 500 E Street, 
   SW, Washington, DC 20436.
       Individuals must furnish the following information for their 
   records to be located and identified:

   1. Full name(s);
   2. Date of birth;
   3. Social Security Number;
   4. Dates of employment; and
   5. Signature.

       Individuals requesting access must comply with the Commission's 
   Privacy Act regulations on verification of identity (19 CFR part 
   201).
     Contesting record procedure:
       Individuals wishing to request amendment of their records should 
   contact the Privacy Act Officer, Office of the Director of 
   Administration, U.S. International Trade Commission, 500 E Street, 
   SW, Washington, DC 20436.
       Individuals must furnish the following information for their 
   records to be located and identified:

   1. Full name(s);
   2. Date of birth;
   3. Social Security Number;
   4. Dates of employment; and
   5. Signature.

       Individuals requesting amendment must comply with the 
   Commission's Privacy Act regulations on verification of identity (19 
   CFR part 201).
     Record source categories: 
       Information in this system comes from official personnel 
   documents, the individual to whom the record pertains, and Commission 
   officials responsible for pay, leave, travel and activity reporting 
   requirements.

   #..ITC-2

   #....System name: 

       Grievance Records.
     System location: 
       Offices of Personnel, Administration, Operations, General 
   Counsel, and the office where grievance originated, U.S. 
   International Trade Commission, 500 E Street, SW, Washington, DC 
   20436.
     Categories of individuals covered by the system: 
       All current and former Commission employees who have submitted 
   grievances in accordance with part 771 of the regulations of the 
   Office of Personnel Management (5 CFR part 771), under 5 U.S.C. 7121, 
   or through a negotiated grievance procedure.
     Categories of records in the system: 
       This system contains records of grievances filed by agency 
   employees under part 771 of regulations issued by the United States' 
   Office of Personnel Management, under 5 U.S.C. 7121 or under 
   negotiated grievance procedures. These case files contain all 
   documents related to the grievance, including statements of 
   witnesses, reports of interviews and hearings, examiner's findings 
   and recommendations, a copy of the original and final decisions, and 
   related correspondence and exhibits. The system includes files and 
   records of internal grievance and arbitration systems established 
   through negotiations with recognized labor organizations.
     Authority for maintenance of the system: 
       Authority for maintenance of the system includes the following 
   with any revisions or amendments: 5 U.S.C. 7121; 5 CFR part 771.
   Purpose(s): 
       These records are used to process grievances submitted by 
   Commission employees for relief in a matter of concern or 
   dissatisfaction which is subject to the control of agency management, 
   and to provide individuals who submit grievances with a copy of their 
   records in accordance with the grievance process.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       General Routine Uses A, B, C, E, F, G, H, I, J, K and L apply to 
   this system.
       Information in this system may be disclosed as necessary to other 
   Federal agencies or Federal contractors with statutory authority to 
   assist in the collection of Commission debts.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: These records are maintained on computer media on an 
   internal Commission system and on paper in file folders.

     Retrievability: These records are retrieved by the names of the 
   individuals on whom they are maintained.

     Safeguards: These records are maintained in a building with 
   restricted public access. The records in this system are kept in 
   limited access areas within the building. The paper files are 
   maintained in secure file cabinets, and access is limited to persons 
   whose official duties require access. The computer files can only be 
   accessed by authorized individuals.

     Retention and disposal: These records will be retained for a 
   minimum of four years but not longer than seven years after closing 
   of the case in accordance with the National Archives and Records 
   Administration's General Records Schedule 1. Records will be disposed 
   of in a secure manner.
     System manager(s) and address: 
       Director, Office of Administration, U.S. International Trade 
   Commission, 500 E Street, SW, Washington, DC 20436.
     Notification procedure: 
       Individuals wishing to inquire whether this system of records 
   contains information about them should contact the Privacy Act 
   Officer, Office of the Director of Administration, U.S. International 
   Trade Commission, 500 E Street, SW, Washington, DC 20436.
       Individuals must furnish the following information for their 
   records to be located and identified:

   1. Full name(s);
   2. Date of birth;
   3. Social Security Number;
   4. Dates of employment; and
   5. Signature.
     Record access procedure:
       Individuals wishing to request access to their records should 
   contact the Privacy Act Officer, Office of the Director of 
   Administration, U.S. International Trade Commission, 500 E Street, 
   SW, Washington, DC 20436.
       Individuals must furnish the following information for their 
   records to be located and identified:
   1. Full name(s);
   2. Date of birth;
   3. Social Security Number;
   4. Dates of employment;
   5. Approximate date of closing of the case (if applicable); and
   6. Signature.
       Individuals requesting access must comply with the Commission's 
   Privacy Act regulations on verification of identity (19 CFR part 
   201).

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