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....
<DOC>
[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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