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Privacy Act: [JUSTICE-003]...
<DOC> [2001 Privacy Act] [From the U.S. Government Printing Office via GPO Access] [Page 29994] #.DEPARTMENT OF JUSTICE #..JUSTICE --001 #....System name: Accounting Systems for the Department of Justice (DOJ) System location: Justice Management Division, 10th St. and Constitution Ave., NW., Washington, DC 20530; Central Offices of the Bureau of Prisons (BOP) and Federal Prison Industries (FPI) at 320 1st St., NW., Washington, DC 20534; and at any BOP/FPI Regional Offices and/or any of the BOP/ FPI facilities at addresses provided in 28 CFR part 503; Headquarters of the Drug Enforcement Administration (DEA), Office of Finance, 700 Army Navy Drive, Arlington, VA, 22202; and at DEA field offices as detailed in Justice/DEA-999; Federal Bureau of Investigation (FBI) Headquarters at 935 Pennsylvania Ave., NW, Washington, DC 20535; and at FBI field offices as detailed in Justice/FBI-999; Headquarters of the Immigration and Naturalization Service (INS) at 425 I Street, NW., Washington, DC 20536; and at INS Regional and District Offices, Administrative Centers, Service Centers, and other INS file control offices as detailed in Justice/INS-999; Office of Justice Programs (OJP), 810 7th Street, NW, Washington, DC 20531; U.S. Marshals Service (USMS), 600 Army Navy Drive, Arlington, Virginia 22202; and at 94 district offices of the U.S. Marshals Service (USMS) as detailed in Justice/USM-999. Categories of individuals covered by the system: Individuals/persons (including DOJ employees; and including current and former inmates under the custody of the Attorney General) who are in a relationship, or who seek a relationship, with the DOJ or component thereof--a relationship that may give rise to an accounts receivable, an accounts payable, or to similar accounts such as those resulting from a grantee/grantor relationship. Included may be: (a) Those for whom vouchers (except payroll vouchers for DOJ employees) are submitted to DOJ requesting payment for goods or services rendered including vendors, contractors, experts, witnesses, court reporters, travelers, and employees; (b) Those to whom the DOJ is indebted or who may have a claim against the DOJ, including those named in (a) above; (c) Those who are indebted to DOJ, e.g., those receiving goods, services, or benefits from DOJ; those who are liable for damage to Government property; those indebted for travel/transfer advances and overpayments; and those owing administrative fees and/or assessments; and (d) Those who apply for DOJ benefits, funds, and grants. Categories of records in the system: All documents used to reserve, obligate, process, and effect collection or payment of funds, e.g., vouchers (excluding payroll vouchers), invoices; purchase orders; travel advances, travel/ transfer vouchers and other such documentation reflecting information about payments due to or made to; claims made by, or debts owed by the individuals covered by this system, including fees, fines, penalties, overpayments, and/or other assessments. Authority for maintenance of the system: 31 U.S,C. 3512; 44 U.S.C. 3101. Purpose(s): This system of records is used by DOJ officials to maintain information adequate to ensure the financial accountability of the individuals covered by this system; provide an accounting and reporting of DOJ financial activities; meet both internal and external audit and reporting requirements; maintain an accounts receivable and accounts payable; and otherwise administer these and any other related financial and accounting responsibilities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: DOJ may disclose relevant information as follows: (1) To the Secretary of the Treasury to effect disbursement of authorized payments; (2) To any Federal agency or to any individual or organization for the purpose of performing audit or oversight operations of the DOJ and to meet related reporting requirements; (3) To a Federal, State, or local agency, or tribal authority, 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, permit, grant or other benefit by the requesting agency, to the extent that the information relates to the requesting agency's decision on the matter; (4) To the appropriate agency (whether Federal, State, local, foreign, or tribal authority) charged with the responsibility of investigating or prosecuting violations or potential violations of law, or charged with enforcing or implementing the related statute, rule, regulation or order issued pursuant thereto, but only where the record, either on its face or in conjunction with other information, indicates such a violation or potential violation of law (whether civil, criminal or regulatory in nature); (5) To an actual or potential party or to his or her attorney for the purpose of negotiation or discussion on such matters as settlement of a case or matter, or informal discovery proceedings involving records in this system; (6) In a proceeding before a court or adjudicative body before which the DOJ, or any DOJ component or subdivision thereof, is authorized to appear when any of the following is a party to litigation or has an interest in litigation and such records are determined by DOJ, or any DOJ component or subdivision thereof, to be arguably relevant to the litigation: the DOJ, or any DOJ components or subdivision thereof; any DOJ employee in his/her official capacity; any DOJ employee in his/her individual capacity where the DOJ has agreed to represent the employee; or the United States where DOJ, or any DOJ component or subdivision thereof, determines that the litigation is likely to affect it or any of its subdivisions; (7) To the news media and the public to the extent permitted by 28 CFR 50.2, unless it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy; (8) To a Member of Congress or staff acting upon the Member's behalf when the Member or staff requests the information on behalf of, and at the request of, the individual who is the subject of the record; (9) To the National Archives and Records Administration and to the General Services Administration in records management inspections conducted under the authority of 44 U.S.C. 2904 and 2906; (10) To any Federal, State, or local agency, of tribal authority, which has a financial or other legitimate need for the information to perform official duties; or, similarly, to obtain information which would enable the Department to perform its official duties. Examples include: to permit such agency to perform accounting functions or to report to the Department of the Treasury regarding status of a Federal employee/contractor debt owed to such Federal, State, or local agency, or tribal authority; to report on the status of Department efforts to collect such debt; to obtain information necessary to identify a Federal Employee/contractor indebted to such agency; to provide information regarding the location of such debtor; or to obtain information which would permit the Department to confirm a debt and/or offset a payment otherwise due a Federal employee/ contractor after any appropriate due process steps have been taken. (11) To any Federal, State, local, or foreign agency, or tribal authority, or to any individual or organization, if there is reason to believe that such agency, authority, individual, or organization possesses information relating to a debt, the identity or location of the debtor, the debtor's ability to pay; or relating to any other matter which is relevant and necessary to the settlement, effective litigation and enforce collection of a debt; or relating to the civil action, trial or hearing concerning the collection of such debt; and if the disclosure is reasonably necessary to elicit such information and/or obtain cooperation of a witness or agency; (12) To the U.S. Department of the Treasury, the U.S. Department of Defense, the U.S. Postal Service, or the disbursing agencies, in order the effect administrative, salary, or tax refund offset against Federal payments to collect a delinquent claim or debt owed the United States, or a State; to satisfy a delinquent child support debt; or to effect the actions required or permitted by law to collect such debt; (13) To the U.S. Department of the Treasury any information regarding adjustments to delinquent debts, such as voluntary payments which decrease the debt, changes in the debt status resulting from bankruptcy, any increase in the debt, or any decrease in the debt resulting from changing in agency statutory requirements; (14) To employers to effect salary or administrative offset to satisfy a debt owed the United States by the debtor or, when other collection efforts have failed, to the IRS to effect an offset against Federal income tax refund due; (15) To employers to institute administrative wage garnishments to recover debts owed the United States; (16) To debt collection centers designated by the U.S. Department of the Treasury (or to a person with whom the DOJ has entered into a contract) to locate or recover assets of the DOJ; or for sale of a debt; or to otherwise recover indebtedness owed; (17) In accordance with regulations issued by the Secretary of the Treasury to implement the Debt Collection Improvement Act of 1996, to publish or otherwise publicly disseminate information regarding the identity of the person and the existence of a non-tax debt in order to direct actions under the law toward delinquent debtors that have assets or income sufficient to pay their delinquent non-tax debts, but only upon taking reasonable steps to ensure the accuracy of the identity of a debtor; upon ensuring that such debtor has had an opportunity to verify, contest, and compromise a non-tax debt; and with the review of the Secretary of Treasury; (18) To the Internal Revenue Service (IRS) for reporting a discharged debt as potential taxable income; (19) To the IRS to obtain taxpayer mailing addresses for debt collection use. These taxpayer mailing addresses may be disclosed (a) to private collection contractors to locate a taxpayer and to collect or compromise a claim against, or debt of, the taxpayer, and (b) to consumer or commercial reporting agencies to obtain a credit report; (20) To the Department of Health and Human Services, and the Department of Labor for computer matching in order to obtain names (including names of employees), name controls, names of employers, Taxpayer Identification Numbers, addresses (including addresses of employers) and dates of birth for the purpose of verifying identities in order to pursue the collection of debts; (21) To other Federal or State agencies as required by law; (22) To a consumer or commercial reporting agency in accordance with the Debt Collection Improvement Act of 1996; (23) To contractors, grantees, experts, consultants, volunteers, detailees, and other non-DOJ employees performing or working on a contract, service, grant, cooperative agreement, or job for the Federal Government when necessary to accomplish an agency function related to this system of records. (24) To a person or to an entity (e.g., the U.S. Department of the Treasury and/or a consumer or commercial reporting agency), Taxpayer Identification Numbers (TIN's), to report on delinquent debt and/or to pursue the collection of debt, or where otherwise necessary or required, e.g., U.S. Department of the Treasury for disbursement of payments authorized--provided such disclosure is not otherwise prohibited by section 6103 of the Internal Revenue Code of 1986, or other law. Pursuant to subsection (b)(3) of the Privacy Act, the Department of Justice may disclose relevant and necessary information to a former employee of the Department for purposes of: responding to an official inquiry by a federal, state, or local government entity or professional licensing authority, in accordance with applicable Department regulations; or facilitating communications with a former employee that may be necessary for personnel-related or other official purposes where the Department requires information and/or consultation assistance from the former employee regarding a matter within that person's former area of responsibility. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic disks, magnetic tapes, microfiche, microfilm, and file folders. Retrievability: Document number, name, taxpayer identification number, digital identifiers, batch, or other identifiers. Safeguards: Access is limited to DOJ personnel with a need to know. Access to computerized information is generally controlled by passwords, or similar safeguard, which are issued only to authorized personnel. Paper records, and some computerized media, are kept in locked files of locked offices during off duty hours. In addition, offices are located in controlled-access buildings. Retention and disposal: Records are retained and disposed of in accordance with General Records Schedules 6 and 7. System manager(s) and address: Director, Finance Staff, Justice Management Division (JMD), U.S. Department of Justice, 10th St. and Constitution Ave., NW, Washington, DC 20530. Director, Federal Bureau of Prisons (BOP), 320 First St., NW, Washington, DC 20534. (The Director, BOP, is also system manager for Federal Prison Industries (FPI).) Chief Financial Officer, Financial Management Division, Drug Enforcement Administrtion (DEA), 700 Army Navy Drive, Arlington, VA 22202. Director, Federal Bureau of Investigation (FBI), 935 Pennsylvania Ave., NW, Washington, DC 20535. Assistant Commissioner for Financial Management, Immigration and Naturalization Service (INS), 425 I St., NW, Washington DC 20536 Director, Accounting Division, Office of Justice Programs (OJP), 810 7th Street, NW, Washington, DC 20531. Chief, Finance Staff, Management and Budget Division, U.S. Marshals Service, 600 Army Navy Drive, Arlington, VA 22202. Notification procedure: Same as Record Access Procedures. Record access procedures: Request for access to records in this system must be in writing and should be addressed as follows: JMD: For records of the Offices, Boards and Divisions, address requests to the system manager named above for JMD. OJP: Address request to the system manager named above. INS: Address requests to the System Manger or to the Freedom of Information Act (FOIA)/Privacy Act (PA) Officer at the INS office where the record is maintained or (if unknown) to the FOIA/PA officer at 425 I Street, NW, Washington, DC 20536. BOP: Address requests to the Assistant Director, Administration Division, 320 First Street, NW, Washington, DC 20534. FPI: Address requests to Assistant Director, Federal Prison Industries, 320 First Street, NW, Washington, DC 20534. USMS: Address requests to the system manager named above, attention: FOIA/PA Officer. DEA: Address requests to the system manager named above. FBI: Address requests to the system manager named above. The envelope and letter should be clearly marked ``Privacy Act Access Request.'' Inquires should include requester's name, date and place of birth, address, and verification of identity in accordance with 28 CFR 16.41(d). If known, the requester should also identify the date or year which a debt was incurred, e.g., date of invoice or purchase order. Contesting record procedures: Same as Record Access Procedures Record source categories: Operating personnel, individuals covered by the system, and Federal agencies Systems exempted from certain provisions of the act: None. #..JUSTICE-002 #....System name: Department of Justice (DOJ) Computer Systems Activity and Access Records, DOJ-002. System location: Department of Justice offices (and other sites utilized by the Department of Justice) throughout the world. Categories of individuals covered by the system: Individuals who access DOJ network computers or mainframe/ enterprise servers, including individuals who send and receive
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