Home > 1995 Privacy Act Documents > Privacy Act: [JUSTICE/BOP-001] Custodial and Security Record System....

Privacy Act: [JUSTICE/BOP-001] Custodial and Security Record System....


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





   #.DEPARTMENT OF JUSTICE


   #..Bureau of Prisons

   #..JUSTICE/BOP-001

   #....System name: Custodial and Security Record System.

     System location:Records may be retained at any of the Bureau's 
   facilities, the Regional Offices and the Central Office. All requests 
   for records may be made to the Central Office; U.S. Bureau of 
   Prisons, 320 First Street NW,Washington, DC 20534.
     Categories of individuals covered by the system:(1) Current and 
   former inmates under the custody of the Attorney General.
     Categories of records in the system:(1) Conduct Records; (2) Escape 
   Information; (3) Assault information; (4) Disturbance Information; 
   (5) Investigative Reports; (6) Social Data; (7) Bus Movements; (8) 
   Transfers; (9) Emergency Plans; (10) Daily Activity Sheet; (11) 
   Intelligence Information; (12) Segrgation Reports and Log Book; (13) 
   Special Offender List; (14) Physical Health Data; (15) Personal 
   Property Records; (16) Identification and Sentence Data; (17) Records 
   of Work and Housing Assignments; (18) Visiting and Mail Records; (19) 
   Confidential Informant Information from Inmates, Staff and Others; 
   (20) Work and Study Release Information (21) FBI Referral Record; 
   (22) Rectal and X-ray Examination Record; (23) Phone Call Record.
     Authority for maintenance of the system:This sytem is established 
   and maintained under authority of 18 U.S.C. 4003, 4042, 4082.
     Routine uses of records maintained in the system, including 
   cateogries of users and the purposes of such uses:
       The routine uses of this system are (a) to provide information 
   source and documents records of the protection given Federl inmates, 
   and security in Federal penal facilities; (b) to provide information 
   source to officers and employees of the Department of Justice who 
   have a need for the information in the performance of their ducties; 
   (c) to provide information source to state and Federal law enforcment 
   officials for investigation, possible criminal prosecutions, civil 
   court actions, or regulatory proceedings; (d) to provide information 
   source for responding to inquiries from Federal inmates involved or 
   Congressinal inquiries; (e) to provide information source for 
   contracting or consulting correctional agencies who provide service 
   to Federal inmates; (f) to provide information relating to Federal 
   offenders to Federal and state courts, court personnel, and probation 
   officials.
       Release of information to the news media: Information permitted 
   to be released to the news media and the public pursuant to 28 CFR 
   50.2 may be made available from systems of records maintained by the 
   Department of Justice, unless it is determined that specific 
   information in the context of a particular case would constitute an 
   unwarranted invasion of personal privacy.
       Release of information to Members of Congress: Information 
   contained in systems of records maintained by the Department of 
   Justice, not otherwise required to be released pursuant to 5 U.S.C. 
   552, may be made available to a Member of Congress or staff acting 
   upon the Member's behalf when the Member or staff requests the 
   information on behalf or and at the request of the individual who is 
   the subject of the record.
       Release of information to the National Archives and Records 
   Administration (NARA): A record from a system of records may be 
   disclosed as a routine use to the national Archives and Records 
   Administration (NARA) in records management inspections conducted 
   under the authority of 44 U.S.C. 2904 and 2906.
     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 int he system:
     Storage: Information maintained in the system is stored on 
   documents.
     Retrievability: Documents are indexed by name and/or register 
   number.
     Safeguards: Information is safeguarded in accordance with Bureau of 
   Prisons rules governing access and release.
     Retention and disposal: Records in this system are retained for a 
   period of thirty (30) years after expiration of sentence, then 
   destroyed by shredding.
     System manager(s) and address: Cheif, Management and Information 
   Systems Group, U.S. Bureau of Prisons, 320 First Street NW, 
   Washington, DC 20534.
     Notification procedure: Address inquiries to: Director, Bureau of 
   Prisons, 320 First Street NW, Washington, DC 20534. The major part of 
   this system is exempt from this requirement under 5 U.S.C. 552a(j). 
   Inquiries concerning this sytem should be directed to the System 
   manager listed above.
     Record access procedures:The major part of this sytem is exempt 
   from this requirement under 5 U.S.C. 552a(j). to the extent that this 
   system of records is not subject to exemption, it is subject to 
   access and contest. A determination as to exemption shall be made at 
   the time a request for access is received.
     Contesting record procedures: Same as the above.
     Record source categories: (1) Inmates; (2) Federal Law Enforcement 
   Agencies; (3) State and Federal Probation Services; (4) Non-Federal 
   Law Enforcement Agencies; (5) Educational Institution (Study 
   Release); (6) Relatives, friends, and other interested community 
   individuals; (7) Former or Future Employee; (8) Evaluation, 
   Observations, and Findings of Institutional Staff; (9) Foreign Law 
   Enforcement Agencies.
     Systems exempted from certain provisions of the act: The Attorney 
   General has exempted this sytem from subsections (c)(3) and (4), (d), 
   (e)(2) and (3), (e)(4)(H), (e)(8), (f) and (g) of the Privacy Act 
   pursuant to 5 U.S.C. 552a(j). Rules have been promulgated in 
   accordance with the requirements of 5 U.S.C. 553(b), (c) and (e) and 
   have been published in the Federal Register.

   #..JUSTICE/BOP-003

   #....System name: Industrial Inmate Employment Record System.

     System location: Records may be retained at any of the Bureau's 
   facilities, the Regional Offices and the Central Office. All requests 
   for records may be made to the Central Office: U.S. Bureau of 
   Prisons, 320 First Street NW, Washington, DC 20534.
     Categories of individuals covered by the system: Current and former 
   inmates under the custody of the Attorney General.
     Categories of records in the system: (1) Inmate assignment records; 
   (2) Time and Attendance Reports; (3) Work Performance Reports; (4) 
   Payroll Records.
     Authority for maintenance of the system: This system is established 
   and maintained under authority of 31 U.S.C. 841; 18 U.S.C. 4002, 4121 
   et seq.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: The routine uses 
   of this system are: (a) To determine compensation of inmates pursuant 
   to 18 U.S.C. 4002, 4126, 4125, 4121 et seq.; (b) to record employment 
   history of an inmate within the Federal Prison Industries, Inc.; (c) 
   to record disbursement of Federal Prison Industries, Inc., funds for 
   payroll purposes; (d) to evaluate effectiveness of industrial 
   training of inmates; (e) to evaluate authenticity of Federal Prison 
   Industries, inc., accounting records; (f) to provide information 
   source to officers and employees of the Department of Justice who 
   have need for information in the performance of their duties; (g) to 
   provide information sources to state and federal law enforcement 
   officials for investigations, possible criminal prosecution, civil 
   court actions, or regulatory proceedings; (h) to provide information 
   relating to federal offenders to federal and state courts, court 
   personnel, and probation officials.
       Release of information to the news media: Information permitted 
   to be released to news media and the public pursuant to 28 CFR 50.2 
   may be made available from systems of records maintained by the 
   Department of Justice 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.
       Release of information to Members of Congress: Information 
   contained in systems of records maintained by the Department of 
   Justice, not otherwise required to be released pursuant to 5 U.S.C. 
   552, may be made available 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.
       Release of information to the National Archives and Records 
   Administration: A record from a system of records may be disclosed as 
   a routine use to the National Archives and Records Administration 
   (NARA) in records management inspections conducted under the 
   authority of 44 U.S.C. 2904 and 2906.
     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: Information maintained in the system is stored on 
   documents, magnetic tape, magnetic disk, tab cards, and microfilm.
     Retrievability: (1) Documents, Tab Cards and Microfilm--Information 
   is indexed by name and/or register number. (2) Magnetic Tape and 
   Disk--information is indexed by Name, Register Number, Social 
   Security Number, and FBI Number.
     Safeguards: Information is safeguarded in accordance with Bureau of 
   Prisons rule governing access and release.
     Retention and disposal: Records in this system are retained for a 
   period of thirty (30) years after expiration of sentence, then 
   destroyed by shredding.
     System manager(s) and address: Chief, Management and Information 
   Systems Group, U.S. Bureau of Prisons, 320 First Street, NW, 
   Washington, DC 20534.
     Notification procedure: Address inquiries to: Director, Bureau of 
   Prisons, 320 First Street, NW, Washington, DC 20534. The major part 
   of this system is exempt from this requirement under 5 U.S.C. 552a 
   (j). Inquiries concerning this system should be directed to the 
   System Manager listed above.
     Record access procedures: The major part of this system is exempt 
   from this requirement under 5 U.S.C. 552a (j). To the extent that 
   this system of records is not subject to exemption, it is subject to 
   access and contest. A determination as to exemption shall be made at 
   the time a request for access is received.
     Contesting record procedures: Same as the above.
     Record source categories: (1) The inmate; (2) Bureau of Prisons/
   Federal Prison Industries staff members; (3) U.S. Treasury 
   Department.
     Systems exempted from certain provisions of the act: The Attorney 
   General has exempted this system from subsections (c)(3) and (4), 
   (d), (e)(2) and (3), (e)(4)(H), (e)(8), (f) and (g) of the Privacy 
   Act pursuant to 5 U.S.C. 552a (j). Rules have been promulgated in 
   accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and 
   have been published in the Federal Register.

   #..JUSTICE/BOP-004

   #....System name: Inmate Administrative Remedy Record System.

     System location: Records may be retained at any of the Bureau's 
   facilities, the Regional Offices and the Central Office. All requests 
   for records may be made to the Central Office: U.S. Bureau of 
   Prisons, 320 First Street NW, Washington, DC 20534.
     Categories of individuals covered by the system: Current and former 
   inmates under the custody of the Attorney General.
     Categories of records in the system: (1) ARS records include 
   information on the current offense and sentence; (2) Prior criminal 
   record; (3) Social background; (4) Institution adjustment; (5) 
   Institution program data; (6) Medical information; (7) Personal 
   property data.
     Authority for maintenance of the system: The system is established 
   and maintained under authority of 18 U.S.C. 4042.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: The routine uses 
   of this system are: (a) To maintain records of receipt, processing 
   and responses to grievances filed by inmates; (b) to provide source 
   of information for reconsideration or amendment of Federal Prison 
   System policy with regard to its operation; (c) to maintain source of 
   information as to the exhaustion of administrative remedies for 
   purposes of civil suits filed against the Federal Prison System by 
   inmates; (d) to provide source of information for purposes of 
   defending civil actions filed against the Federal Prison System by 
   inmates; (e) to provide source of infomration for statistical reports 
   furnished to Federal Courts for purpose of determining effectiveness 
   of the Administrative Remedy Program in reducing the backlog of cases 
   in Federal Court; (f) furnished to employees of the Department of 
   Justice who have a need for the information in the performance of 
   their duties; (g) furnished to appropriate law enforcement 
   authorities, state and federal, for investigation and possible 
   criminal prosecution, civil court action, or regulatory proceedings.
       Release of information to the news media: Information permitted 
   to be released to the news media and the public pursuant to 28 CFR 
   50.2 may be made available from systems of records maintained by the 
   Department of Justice 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.
       Release of information to Members of Congress: Information 
   contained in systems of records maintained by the Department of 
   Justice, not otherwise required to be released pursuant to 5 U.S.C. 
   552, may be made available 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.
       Release of information to the National Archives and Records 
   Administration: A record from a system of reords may be disclosed as 
   a routine use to the National Archives and Records Adminostration 
   (NARA) in records management inspections conducted under the 
   authority of 44 U.S.C. 2904 and 2906.
     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: Information maintained in the system is stored on 
   documents.
     Retrievability: Documents are indexed by name and/or register 
   number.
     Safeguards: Information is safeguarded in accordance with Bureau of 
   Prisons rules governing access and release.
     Retention and disposal: Records in this system are retained for a 
   period of thirty (30) years after expiration of sentence, then 
   destroyed by shredding.
     System manager(s) and address: Chief, Management and Information 
   Systems Group, U.S. Bureau of Prisons, 320 First Street NW, 
   Washington, DC 20534.
     Notification procedure: Address inquiries to: Director, Bureau of 
   Prisons; 320 First Street NW, Washington, DC 20534. The major part of 
   this system is exempt from this requirement under 5 U.S.C. 552a (j). 
   Inquiries concerning this system shoud be directed to the System 
   Manager listed above.
     Record access procedures: The major part of this system is exempt 
   from this requirement under 5 U.S.C. 552a (j). To the extent that 

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