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Privacy Act: [JUSTICE/OPI - 001] News Release, Document and Index System....
<DOC> [2001 Privacy Act] [From the U.S. Government Printing Office via GPO Access] #.DEPARTMENT OF JUSTICE Office of Public Information #..JUSTICE/OPI - 001 #....System name: News Release, Document and Index System. System location: Room 5114, U.S. Department of Justice, 10th Street and Constitution Avenue, NW, Washington, DC 20530. Categories of individuals covered by the system: A. Defendants in civil and criminal actions brought by the Department of Justice for which news releases were issued; B. Current and former employees of the Department of Justice on which news releases and biographical information were prepared. Categories of records in the system: The system contains an index record of each news release and document issued by the Department of Justice and copies of the news release and document. Authority for maintenance of the system: The system is established and maintained at the direction of the Attorney General pursuant to 5 U.S.C. 301 and 44 U.S.C. 3101. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The index is used to retrieve news releases and documents issued by the Department upon request. 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 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 manually on index cards and letter- and legal-size paper. Retrievability: Information is retrieved by using the name of the defendant, subject matter of legal action, state in which action is filed, and name of current or former employee. Safeguards: Information contained in the system is unclassified. Retention and disposal: The index and one copy of each news release are retained indefinitely. Additional copies are retained for one year and then destroyed. System manager(s) and address: Director of Public Information, U.S. Department of Justice, 10th Street and Constitution Avenue, NW, Washington, DC 20530. Notification procedure: Same as the above. Record access procedures: A request for a copy of a record from this system may be made in writing, by telephone, or in person. Contesting record procedures: Persons desiring to contest or amend information maintained in the system should direct their request to the System Manager listed above, stating clearly and concisely what information is being contested, the reasons for contesting it, and the proposed amendments to the information sought. Record source categories: Sources of information contained in this system are those employees who prepared the document on which a news release is based. Systems exempted from certain provisions of the act: None.
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