Home > 1997 Privacy Act Documents > Privacy Act: [JUSTICE-003]...

Privacy Act: [JUSTICE-003]...

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

[Page 29994]


   #..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 
       (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; 
       (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.
       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 
       (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:  
       Magnetic disks, magnetic tapes, microfiche, microfilm, and file 
       Document number, name, taxpayer identification number, digital 
   identifiers, batch, or other identifiers.
       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 
       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: 


   #....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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