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Privacy Act: [NATIONAL CAPITAL PLANNING COMMISSION]...


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





   #.NATIONAL CAPITAL PLANNING COMMISSION


   #..Alphabetical Listing of Systems Names

         Mailing Lists--NCPC - 1.
         Personnel/Payroll --NCPC - 2.
         Grievance Records--NCPC -3.

   #..NCPC--1

   #....System name: Mailing Lists--NCPC.

     System location: National Capital Planning Commission, 801 
   Pennsylvania Avenue, NW, Washington, DC 20576.
     Categories of individuals covered by the system: Federal, State, 
   and local government officials, neighborhood groups, and private 
   citizens in the National Capital Region.
     Categories of records in the system: Names and addresses of 
   individuals and, where applicable, the organization, group, 
   institution represented by the individual.
     Authority for maintenance of the system: The National Capital 
   Planning Act of 1952, as amended (40 U.S.C. 71a(c)).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: See appendix; also 
   to provide information on Commission policy, procedures and meeting 
   agendas to interested parties and persons.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Paper.
     Retrievability: Name.
     Safeguards: Stored in guarded building in locked files; released 
   only to authorized personnel such as clerical staff preparing 
   mailings to those on the list.
     Retention and disposal: At direction of those on list.
     System manager(s) and address: 
       Secretariat, National Capital Planning Commission, 801 
   Pennsylvania Avenue, NW, Washington, DC 20576.
     Notification procedure: Same as above.
     Record access procedures: Generally by submitting written request 
   to the System Manager. A copy of the Commission's Privacy Act 
   procedures will be sent upon request.
     Contesting record procedures: Generally by submitting written 
   request to the System Manager. A copy of the Commission's Privacy Act 
   procedures will be sent upon request.
     Record source categories: Individuals on whom records are 
   maintained.

   #..NCPC-2

   #....System name: Personnel/Payroll-NCPC.

     System location: 
       General Services Administration, Region 3, 7th and D Streets, SW, 
   Washington, DC 20407; copies held by Commission (GSA holds records 
   for the Commission under Memorandum of Agreement).
     Categories of individuals covered by the system: 
       Commission Employees and Commission Members and Alternates.
     Categories of records in the system: 
       Payroll records including time and attendance cards, payment 
   vouchers, comprehensive listings of employees, health benefits and 
   Government life insurance records, requests for deductions, tax 
   forms, W-2 forms, leave data, retirement records, notification of 
   personnel actions.
     Authority for maintenance of the system: 
       Title 31, U.S.C. generally, and National Capital Planning Act of 
   1952 as amended (40 U.S.C. 71a(c)).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Preparation of salary checks and maintenance of leave records; 
   records are also released to GAO for audits, to the IRS for 
   investigations, to Office of Personnel Management (OPM) concerning 
   pay, benefits, retirement deductions and other information necessary 
   for the OPM to carry out its Government wide personnel management 
   functions. Disclosure may be made to a congressional office from the 
   record of an individual in response to an inquiry from the 
   congressional office made at the request of that individual. Routine 
   uses of records maintained in this system shall include providing a 
   copy of an employee's Department of the Treasury Form W-2, Wage and 
   Tax Statement, to the State, city, or other local jurisdiction which 
   is authorized to tax the employee's compensation. The record will be 
   provided in accordance with a withholding agreement between the 
   state, city or other local jurisdiction and the Department of the 
   Treasury pursuant to 5 U.S.C. 5515, 5517, or 5520, on in the absence 
   thereof, in response to a written request from an appropriate 
   official of the taxing jurisdiction of the Executive Officer, 
   Administration, National Capital Planning Commission, 801 
   Pennsylvania Avenue, NW, Washington, DC 20576. The request must 
   include a copy of the applicable statute or ordinance authorizing the 
   taxation of compensation and should indicate whether the authority of 
   the jurisdiction to tax the employee is based on place of residence, 
   place of employment, or both.
       Pursuant to a withholding agreement between a city and the 
   Department of the Treasury (5 U.S.C. 5520), copies of executed city 
   tax withholding certificates shall be furnished the city in response 
   to a written request from an appropriate city official to the 
   Executive Officer (Administration).
       In the absence of a withholding agreement, the social security 
   number will be furnished only to a taxing jurisdiction which has 
   furnished this agency with evidence of its independent authority to 
   compel disclosure of the social security number, in accordance with 
   section 7 of the Privacy Act, Pub. L. 93-579.
       Also see appendix.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
      Storage:
       NCPC files consist of paper records maintained in folders, and on 
   automated data storage devices.
     Retrievability: 
       Name and/or Social Security Number.
     Safeguards: 
       Stored in secured building in locked files, code control 
   computers; released only to authorized personnel in Administrative 
   Office responsible for maintaining these files.
     Retention and disposal: 
       In accordance with the GSA General Records Schedule 2 and the GAO 
   Manual for Guidance of Federal Agencies.
     System manager(s) and address: 
       Executive Officer, Administration, National Capital Planning 
   Commission, 801 Pennsylvania Avenue, NW, Washington, DC 20576.
     Notification procedure: 
       Same as above.
     Record access procedure:
       Generally by submitting written request to the System Manager. A 
   copy of the Commission's Privacy Act procedures will be sent upon 
   request.
     Contesting record procedures: 
       Generally by submitting written request to the System Manager. A 
   copy of the Commission's Privacy Act procedures will be sent upon 
   request.
     Record source categories: 
       Individuals on whom records are maintained.
     Exemptions claimed from the system:
       None.

   #..NCPC-3

   #....System name: Grievance Records.

     System location: These records are located in the Administrative 
   Office of the National Capital Planning Commission.
     Categories of individuals covered by the system: Current or former 
   employees of the National Capital Planning Commission who have 
   submitted grievances in accordance with part 771 of the regulations 
   of the U.S. Office of Personnel Management (5 CFR part 771).
     Categories of records in the system: The system contains records 
   relating to grievances filed by agency employees under part 771 of 
   regulations issued by the U.S. Office of Personnel Management (OPM). 
   These case files contain all documents related to the grievance, 
   including statements of witnesses, reports of interviews and 
   hearings, examiner's findings and recommendations, a copy of the 
   original and final decision, and related correspondence and exhibits.
     Authority for maintenance of the system: 5 U.S.C. 1302, 3301, 3302, 
   E.O. 10577, 3 CFR 1954-1958 Comp., p. 218, E.O. 10987, 3 CFR 1959-
   1963 Comp., p. 519, agency employees, for personal relief in a matter 
   of concern or dissatisfaction which is subject to the control of 
   agency management.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: These records and 
   information in these records may be used:
       (a) To disclose pertinent information to the appropriate Federal, 
   state or local agency responsible for investigating, prosecuting, 
   enforcing or implementing a statute, rule, regulation, or order, 
   where the disclosing agency becomes aware of an indication of a 
   violation or potential violation of civil or criminal law or 
   regulation.
       (b) To disclose information to any source from which additional 
   information is requested in the course of processing a grievance, to 
   the extent necessary to identify the individual, inform the source of 
   the purpose(s) of the request, and identify the type of information 
   requested.
       (c) To disclose information to a Federal agency, in response to 
   its request, in connection with the hiring or retention of an 
   employee, the issuance of a security clearance, the conducting of a 
   security or suitability investigation of an individual, the 
   classifying of jobs, the letting of a contract or the issuance of a 
   license, grant, or other benefit by the requesting agency, to the 
   extent that the information is relevant and necessary to requesting 
   the agency's decision on the matter.
       (d) To provide information to a congressional office from the 
   record of an individual in response to an inquiry from that 
   congressional office made at the request of that individual.
       (e) To disclose information to another Federal agency or to a 
   court when the Government is party to a judicial proceeding before 
   the court.
       (f) By the National Archives and Records Administration (General 
   Services Administration) in records management inspections conducted 
   under authority of 44 U.S.C. 2904 and 2906.
       (g) By the Commission or by the U.S. Office of Personnel 
   Management (OPM) in the production of summary descriptive statistics 
   and analytical studies in support of the function for which the 
   records are collected and maintained, or for related work force 
   studies. While published statistics and studies do not contain 
   individual indentifiers, in some instances the selection of elements 
   of data included in the study may be structured in such a way as to 
   make the data individually identifiable by inference.
       (h) To disclose information to officials of the Merit Systems 
   Protection Board, including the Office of the Special Counsel; the 
   Federal Labor Relations Authority and its General Counsel, or the 
   Equal Employment Opportunity Commission when requested in performance 
   of their authorized duties.
       (i) To disclose in response to a request for discovery or for 
   appearance of a witness, information that is relevant to the subject 
   matter involved in a pending judicial or administrative proceeding.
       (j) To provide information to officials of labor organizations 
   reorganized under the Civil Service Reform Act when relevant and 
   necessary to their duties of exclusive representation concerning 
   personnel policies, practices, and matters affecting work conditions.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: These records are maintained in file folders.
     Retrievability: These records are retrieved by the names of the 
   individuals on whom they are maintained.
     Safeguards: These records are maintained in lockable metal filing 
   cabinets to which only authorized personnel have access.
     Retention and disposal: These records are disposed of 3 years after 
   closing of the case. Disposal is by shredding or burning.
     System manager(s) and address: Executive Officer, National Capital 
   Planning Commission, 801 Pennsylvania Avenue, NW, Washington, DC 
   20576.
     Notification procedure: It is required that individuals submitting 
   grievances be provided a copy of the record under the grievance 
   process. They may, however, also contact the agency administrative 
   office regarding the existence of such records on them. They must 
   furnish the following information for their records to be located and 
   identified:
       (a) Name
       (b) Date of birth
       (c) Approximate date of closing of the case and kind of action 
   taken
       (d) Organizational component involved.
     Record access procedures: It is required that individuals 
   submitting grievances be provided a copy of the record under the 
   grievance process. However, after the action has been closed, an 
   individual may request access to the official copy of the grievance 
   file by contacting the agency administrative office.
       Individuals must provide the following information for their 
   records to be located and identified.
       (a) Name
       (b) Date of birth
       (c) Approximate date of closing of the case and kind of action 
   taken
       (d) Organizational component involved.
       Individuals requesting access must also follow the Privacy Act 
   regulations of the U.S. Office of Personnel Management regarding 
   access to records and verification of identity (5 CFR 297.203 or 
   297.201).
     Contesting record procedures: Review of requests from individuals 
   seeking amendment of their records which have been the subject of a 
   judicial or quasi-judicial action will be limited in scope. Review of 
   amendment requests of these records will be restricted to determining 
   if the record accurately documents the action of the agency ruling on 
   the case, and will not include a review of the merits of the action, 
   determination, or finding.
       Individuals wishing to request amendment to their records to 
   correct factual errors should contact the agency administrative 
   office. Individuals must furnish the following information for their 
   records to be located and identified;
       (a) Name
       (b) Date of birth
       (c) Approximate date of closing of the case and kind of action 
   taken
       (d) Organizational component involved.
       Individuals requesting amendment must also follow the Privacy Act 
   regulations of the U.S. Office of Personnel Management regarding 
   amendment to records and verification of identity (5 CFR 297.208 and 
   297.201).
     Record source categories: Information in this system of records is 
   provided:
       (a) By the individual on whom the record is provided:
       (b) By testimony of witnesss
       (c) By agency officials
       (d) From related correspondence from organizations or persons.

                              Appendix: NCPC

       In the event that a system of records maintained by this agency 
   to carry out its functions indicates a violation or potential 
   violation of law, whether civil, criminal or regulatory in nature, 
   and whether arising by general statute or particular program statute, 
   or by regulation, rules or order issued pursuant thereto, the 
   relevant records in the system of records may be referred, as a 
   ``routine use'', to the appropriate agency, whether Federal, State, 
   local, or foreign, charged with the responsibility of investigating 
   or prosecuting such violations or charged with enforcing or 
   implemening the statute, or rule, regulation or order issued pursuant 
   thereto.
       A record from this system of records may be disclosed as a 
   ``routine use'' to a Federal, State, or local agency maintaining 
   civil, criminal or other relevant enforcement information or other 
   pertinent information, such as current licenses, if necessary, to 
   obtain information relevant to an agency decision concerning the 

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