Home > 1997 Privacy Act Documents > Privacy Act: [OMB/BUDGO/02] Staff Travel Records....

Privacy Act: [OMB/BUDGO/02] Staff Travel Records....


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





   #.OFFICE OF MANAGEMENT AND BUDGET


   #..TABLE OF CONTENTS

       OMB/SPD/01 Clearance Office Information System
       FAI-1 Federal Procurement and Logistics Personnel Information 
   System
       FAI-2 Individual Credentialing Services Program
       OMB/LIBRY/01 Library Circulation System
       OMB/BUDGO/01 Payroll and Leave Records
       OMB/BUDGO/03 Personnel Summary
       OMB/LEGIS/01 Private Relief Legislation
       OMB/BUDGO/04 Professional Staff Roster
       OMB/PERSL/01 Recruiting Records
       OMB/RECDS/01 Researcher Request File
       OMB/ADSER/01 Staff Directory Card
       OMB/ADSER/02 Staff Parking Application File
       OMB/BUDGO/02 Staff Travel Records
       OMB/CAVAD/01 Veterans Education and Training Load Model

   #..OMB/SPD/01

   #....System name: Clearance Office Information System .

     Security classification: None.
     System location: Office of Management and Budget, Clearance Office, 
   Statistical Policy Division, Room 10201, New Executive Office 
   Building, 726 Jackson Place, NW, Washington, DC 20503.
     Categories of individuals covered by the system: Employees of the 
   Executive Office of the President and employees of agencies subject 
   to the provisions of the Federal Reports Act who are reviewing or who 
   have submitted for review requests for clearance under the Federal 
   Reports Act.
     Categories of records in the system: These records contain a docket 
   number for every request for clearance under the Federal Reports Act; 
   all materials submitted by the agency requesting clearance, including 
   the names of agency employees directly responsible for the request 
   and the names of those authorized to submit it; all material received 
   from interested persons, including the names of the persons; records 
   of all consultations including names of persons consulted; minutes of 
   any public meeting or hearings, including the names of persons 
   attending; a worksheet containing OMB reviewer notes and recommended 
   action; a copy of the OMB action signed by the Clearance Officer; and 
   copies of the approved materials. They also include computer-
   generated records and reports which show the name of the OMB employee 
   assigned to the review of each pending request for clearance; the 
   name of the employee assigned to the review of each completed review; 
   the name of each agency clearance officer; summary reports of the 
   number of reviews assigned to and completed by each employee for the 
   last completed month and for the year to date; and a record of each 
   docket borrowed by an OMB employee with the name, room number and 
   phone number of the borrower.
     Authority for maintenance of the system: 44 U.S.C. 3501-3511.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 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 and to officers and employees of OMB in 
   connection with the performance of their official duties for the 
   agency (See `Retrievability').
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: These records are stored in three electric-powered rotary 
   files, on a reference table within the Clearance Office, and in the 
   OMB Records Depository. In addition, docket information is stored on 
   computer disk for use in preparing inventory and control reports and 
   listings. Materials stored on the reference table for immediate 
   access consist of the current inventory of reporting and 
   recordkeeping requirements cleared by OMB under the Federal Reports 
   Act, the inventory of requests for clearance under the Federal 
   Reports Act presently under review, and the inventory of OMB 
   completed clearance actions for the current and preceding months.
     Retrievability: Records are filed by OMB docket number except for 
   some computer generated records which may be retrieved by agency 
   clearance officers or the OMB reviewer number. Access to materials in 
   the Records Depository is limited to the staff of the OMB Records 
   Unit. There are no restrictions on access to materials in the rotary 
   files except that no docket may be withdrawn from the file except by 
   a member of the Clearance Office staff or by a member of the OMB 
   staff or a member of an agency staff working under the instruction of 
   a member of the Clearance Office staff. Except as provided below (see 
   Safeguards) there are no restrictions to access of the material that 
   is stored on the reference table for immediate use. Material 
   processed in the OMB computer center is released only to authorized 
   Clearance Office staff.
     Safeguards: All records are under the immediate surveillance of 
   Clearance Office staff during working hours. The materials in the 
   rotary files are locked at all other times. The Records Depository is 
   locked during nonoffice hours. The Computer Center is in a secured 
   area.
     Retention and disposal: Active dockets are retained in the 
   Clearance Office Information System until the period of time for 
   which they have been cleared expires. They are then transferred to 
   the OMB Records Depository for destruction or transfer to National 
   Archives under existing regulations.
     System manager(s) and address: Clearance Officer, Statistical 
   Policy Division, Office of Management and Budget, New Executive 
   Office Building, Washington, DC 20503.
     Notification procedure: Requests to be notified whether the system 
   contains a record pertaining to an individual should be addressed to 
   Assistant to the Director for Administration, Office of Management 
   and Budget, Old Executive Office Building, 17th and Pennsylvania 
   Avenue, NW (See also chapter III, part 1302 of title 5, Code of 
   Federal Regulations, (40 FR 34165).)
     Record access procedures: Same as above.
     Contesting record procedures: Same as above.
     Record source categories: Information is obtained from material 
   submitted by agency requesting clearance and internal OMB work plans.
     Systems exempted from certain provisions of the act: Not 
   applicable.

   #..OMB/LIBRY/01

   #....System name: Library Circulation System.

     Security classification: None.
     System location: Office of Management and Budget Library, New 
   Executive Office Building, 726 Jackson Place, NW, Washington, DC 
   20503.
     Categories of individuals covered by the system: Employees of the 
   Executive Office of the President.
     Categories of records in the system: These records contain titles 
   and other identifying data on materials borrowed from the OMB 
   Library; name, room number, organization, and telephone number of 
   borrower; and the return date for each item borrowed.
     Authority for maintenance of the system: Federal Property and 
   Administrative Services Act, Title II, Sec. 202(b)(1), 40 U.S.C. 
   483(b)(1).
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 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 and to officers and employees of OMB in 
   connection with the performance of their official duties for the 
   agency (See `Retrievability').
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: These records are stored at the circulation desk of the 
   OMB Library.
     Retrievability: Records are arranged alphabetically by last name of 
   borrower, by title of item borrowed, by organization to which 
   borrower belongs, and by order of input into the system.
     Safeguards: Access to records is under constant surveillance by 
   Head of Reference and Loan Section during normal working hours. 
   Secured in locked room after work hours.
     Retention and disposal: Records are retained on individual library 
   loans only until the item is returned to the Library. Reports on the 
   status of loans are generated daily; current and preceding day's 
   reports are retained.
     System manager(s) and address: Librarian, Office of Management and 
   Budget, New Executive Office Building, 726 Jackson Place, NW, 
   Washington, DC 20503.
     Notification procedure: Requests to be notified whether or not the 
   system contains a record pertaining to an individual should be 
   addressed to Assistant to the Director for Administration, Office of 
   Management and Budget, Old Executive Office Building, 17th & 
   Pennsylvania Avenue, NW, Washington, DC 20503. (See also chapter III, 
   part 1302 of title 5, Code of Federal Regulations (40 FR 34165).)
     Record access procedures: Same as above.
     Contesting record procedures: Same as above.
     Record source categories: Information obtained from individual to 
   whom it pertains and from physical examination of materials borrowed.
     Systems exempted from certain provisions of the act: Not 
   applicable.

   #..OMB/BUDGO/01

   #....System name: Payroll and Leave Records.

     Security classification: None.
     System location: Office of Management and Budget, New Executive 
   Office Building, 726 Jackson Place, NW, Washington, DC 20503.
     Categories of individuals covered by the system: Former and current 
   employees of the Office of Management and Budget, the Domestic 
   Council, and the Council of Economic Advisers.
     Categories of records in the system: These records contain 
   information relating to the individuals name, Social Security number, 
   age, sex, marital status, appointment, tenure, employment status, and 
   occupation series. These records also contain data as of the year to 
   date and the most recent pay period with regard to leave earned, 
   used, and balances, withholdings, and allotments to financial 
   institutions.
     Authority for maintenance of the system: 5 U.S.C. 301, 31 U.S.C. 
   66a, 44 U.S.C. 3101, 3309.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 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 and to officers and employees of OMB in 
   connection with the performance of their official duties for the 
   agency (See `Retrievability').
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Records are filed in a file cabinet in the Payroll Office 
   or in Federal Records Center Boxes in the OMB Records Depository.
     Retrievability: Records are filed in chronological order by 
   calendar year and by name. Access is limited to the staff of the 
   Budget and Management Office and the Records Unit, and the 
   appropriate supervisory officials, the Assistant to the Director for 
   Administration, the Deputy Director, and the Director.
     Safeguards: Only Budget and Management Office staff and the Records 
   Unit staff have access on a regular basis. Both the Budget and 
   Management Office and the Records Depository are locked during 
   nonworking hours and under visual surveillance during working hours.
     Retention and disposal: Temporary records subject to General 
   Accounting Office audit are retained until completion of the audit 
   which generally occurs every 2-4 years. Permanent records, 
   comprehensive Listing of Employee Master File (Form TUS 404), are 
   retired to National Archives after 6 years.
     System manager(s) and address: Budget and Management Officer, 
   Office of Management and Budget, New Executive Office Building, 726 
   Jackson Place, NW, Washington, DC 20503.
     Notification procedure: Requests to be notified whether or not the 
   system contains a record pertaining to an individual should be 
   addressed to Assistant to the Director for Administration, Office of 
   Management and Budget, Old Executive Office Building, 17th & 
   Pennsylvania Avenue, NW, Washington, DC 20503. (See also chapter III, 
   part 1302 of title 5, Code of Federal Regulations (40 FR 34165).)
     Record access procedures: Same as above.
     Contesting record procedures: Same as above.
     Record source categories: Information obtained from employees 
   application for employment, and withholding statements prepared by 
   the employee.
     Systems exempted from certain provisions of the act: Not 
   applicable.

   #..OMB/BUDGO/02

   #....System name: Staff Travel Records.

     Security classification: None.
     System location: Office of Management and Budget, New Executive 
   Office Building, 726 Jackson Place, NW, Washington, DC 20503.
     Categories of individuals covered by the system: Employees (current 
   and former) of the Office of Management and Budget, the Domestic 
   Council, and the Council of Economic Advisers regardless of type of 
   appointment, and other individuals, who have performed travel at 
   government expense on official business.
     Categories of records in the system: These records contain the 
   approved travel authorization, the travel vouchers submitted by the 
   individual, memos of approval for special conveyance or actual 
   subsistence, and receipts as may be required by the Federal Travel 
   Regulations (FPMR 101-7).
     Authority for maintenance of the system: 31 U.S.C. 66a, 44 U.S.C. 
   3101, 3102, 3301, 3309, and General Accounting Office Policy and 
   Procedures Manual for Guidance of Federal Agencies, Title 8, Chapter 
   2, Sections 4 and 5.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 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 and to officers and employees of OMB in 
   connection with the performance of their official duties for the 
   agency (See `Retrievability').
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system: 
     Storage: Current records are maintained in folders in metal file 
   cabinets. Noncurrent records are filed in Federal Records Center 
   Boxes in the OMB Records Depository.
     Retrievability: Records are alphabetically arranged by name 
   according to fiscal year. Access to the records described herein is 
   restricted to staff of the Budget and Management Office, the 
   appropriate supervisory officials, the Assistant to the Director for 
   Administration, the General Counsel, or his designee, the Deputy 
   Director, Director, Executive Director, Domestic Council, and 
   Chairman, Council of Economic Advisers.
     Safeguards: Only Budget and Management Office staff and the Records 
   Unit staff have access on a regular basis. Both the Budget and 
   Management Office and Records Depository are locked during nonworking 
   hours and under visual surveillance during working hours.
     Retention and disposal: Current records are maintained in the 
   Budget and Management Office until they have been audited by the 
   General Accounting Office. Noncurrent records are maintained by the 
   Records Unit for 6 years following which time they are disposed of in 
   accordance with the Records Disposition Schedules established by the 
   General Services Administration General Schedule No. 9.
     System manager(s) and address: Budget and Management Officer, 
   Office of Management and Budget, New Executive Office Building, 726 
   Jackson Place, NW, Washington, DC 20503.
     Notification procedure: Requests to be notified whether or not the 
   system contains a record pertaining to an individual should be 
   addressed to Assistant to the Director for Administration, Office of 
   Management and Budget, Old Executive Office Building, Washington, DC 
   20503. (See also chapter III, part 1302 of title 5, Code of Federal 
   Regulations, (40 FR 34165).)
     Record access procedures: Same as above.
     Contesting record procedures: Same as above.
     Record source categories: Content of records is obtained from the 
   individual to whom the information pertains. Additional information 
   may be added by the Budget and Management Office staff as a result of 
   an internal audit.

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