Privacy Act: [OPIC-17]...

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





   #.OVERSEAS PRIVATE INVESTMENT CORPORATION


   #..TABLE OF CONTENTS

       OPIC--1 Leave Sharing Reocords
       OPIC--2 Permanent Duty Relocation Files
       OPIC--3 Employee Security Badges
       OPIC--4 Employee Exit Forms
       OPIC--5 Biographies of Employees
       OPIC--6 Controlled Correspondence
       OPIC--7 Employee Relations Files
       OPIC--8 Telephone Call Records
       OPIC--9 Employee Health Insurance --Temporary Continuation of 
   Coverage
       OPIC--10 Transportation Subsidy Files
       OPIC--11 Freedom of Information Act (ACT) Requests and Appeals
       OPIC--12 Photographs
       OPIC--13 Contractor Files
       OPIC--14 Retirement
       OPIC--15 Personnel Security Investigations
       OPIC--16 Security Violations
       OPIC--17 Travel Documents
       OPIC--18 Directors (Current and Former)
       OPIC--19 Employees' Payroll Records
       OPIC--20 Employee Biography, Skills and Interest Inventory
       OPIC--21 Contacts and Mailing Lists

   #..OPIC-1

   #....System name: 

       Leave Sharing Records.
     Security classification: 
       None.
     System location: 
       Overseas Private Investment Corporation, 1100 New York Avenue, 
   NW, Washington, DC 20527.
     Categories of individuals covered by the system: 
       Current and former employees who have volunteered to participate 
   in the Corporation's leave sharing program as either a donor or 
   recipient of annual leave.
     Categories of records in the system: 
       Leave sharing records contain the individual's name, 
   organization, office telephone number, Social Security Number, 
   position title, grade, pay level, leave balances, brief description 
   of the medical emergency which qualifies the individual for inclusion 
   in the leave transfer program, the status of the hardship, and a 
   statement that selected data elements may be used in soliciting 
   donations. The file may also contain medical or physician 
   certifications and OPIC approvals or denials. Donor records include 
   the individual's name, organization, office, telephone number, Social 
   Security Number, position title, grade, pay level, leave balances, 
   number of hours being transferred (or donated leave), and, in the 
   case of the transfer program, the designated leave recipient.
     Authority for maintenance of the system: 
       5 U.S.C. 301, Departmental Regulations; 44 U.S.C. 3101, Records 
   Management by Agency Heads; 5 U.S.C. 6331 et seq., Voluntary 
   Transfers of Leave; and 5 CFR part 630, Absence and Leave.
   Purpose(s): 
       These records are used in managing the Corporation's Voluntary 
   Leave Sharing Program. The recipient's name, and a brief description 
   of the hardship, if authorized by the recipient, are published 
   internally for solicitation purposes. Used to ensure the transfer of 
   leave from the donor's account to the recipient's account.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Used (i) by other Federal agencies where the leave donor or leave 
   recipient is employed by a different Federal agency; (ii) by the 
   personnel and finance offices of another Federal agency involved to 
   effectuate the leave transfer; and (iii) by OPIC timekeepers in order 
   to debit and credit the leave accounts of donors and recipients.
   Disclosure to consumer reporting agencies:
       None.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records are stored in file folders in locked file cabinets.
     Retrievability: 
       Files are indexed alphabetically by surname.
     Safeguards: 
       Files are stored in a locked file cabinet. Only OPIC HRM staff 
   have access to the office.
     Retention and disposal: 
       Records are retained for one year after the close of the leave 
   sharing emergency and close of the case. Disposed of by shredding.
     System manager(s) and address: 
       Director, Human Resources Management, Overseas Private Investment 
   Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
     Notification procedure: 
       Requests by individuals concerning the existence of a record may 
   be submitted in writing, addressed to the system manager above. The 
   request must comply with the requirements of 22 CFR 707.21(b).
     Record access procedures: 
       Same as above.
     Contesting record procedures: 
       Requests by individuals to amend their record must be submitted 
   in writing, addressed to the system manager above. Requests for 
   amendments to records and requests for review of a refusal to amend a 
   record must comply with the requirements of 22 CFR 707.22.
     Record source categories: 
       Individuals on whom the records are maintained.
     Exemptions claimed for the system:
       None.

   #..OPIC-2

   #....System name: 

       Permanent Duty Relocation Files.
     Security classification: 
       None.
     System location: 
       Overseas Private Investment Corporation, 1100 New York Avenue, 
   NW, Washington, DC 20527.
     Categories of individuals covered by the system: 
       Current and former employees of the Corporation.
     Categories of records in the system: 
       Records pertaining to official relocation travel authorizations 
   and reimbursements or payments, consisting of: Government bills of 
   lading, records of invoice or payments, employee service agreements, 
   insurance election forms, and correspondence related to relocation.
     Authority for maintenance of the system: 
       5 U.S.C. 57, Travel, Transportation, and Subsistence.
   Purpose(s): 
       These records are used to provide supporting documentation 
   related to the authorization of government payment or reimbursement 
   related to official relocation travel, and to document service 
   agreements and employee and PSC insurance elections.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Used (i) as supporting documents for authorization for payment; 
   (ii) as a record of invoice and payment; (iii) as a record of service 
   agreement; and (iv) as a record of any employee elections 
   (insurance).
   Disclosure to consumer reporting agencies:
       None.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       The records are stored in file folders in file cabinets.
     Retrievability: 
       Files are indexed alphabetically by surname.
     Safeguards: 
       Files are stored in a locked metal file cabinet. The doors to 
   OPIC's office in which these cabinets are located are locked outside 
   of business hours or anytime the office is not staffed.
     Retention and disposal: 
       Records are retained for the period of the service agreement 
   (generally 12 months) but not to exceed three years. Records are 
   disposed of by shredding.
     System manager(s) and address: 
       Director, Human Resources Management, Overseas Private Investment 
   Corporation, 1100 New York Avenue, NW, Washington, DC 20527.
     Notification procedure: 
       Requests by individuals concerning the existence of a record may 
   be submitted in writing, addressed to the system manager above. The 
   request must comply with the requirements of 22 CFR 707.21(b).
     Record access procedures: 
       Same as above.
     Contesting record procedures: 
       Requests by individuals to amend their record must be submitted 
   in writing, addressed to the system manager above. Requests for 
   amendments to records and requests for review of a refusal to amend a 
   record must comply with the requirements of 22 CFR 707.22.
     Record source categories: 
       Individuals on whom the records are maintained and OPIC staff who 
   manage the relocation process.
     Exemptions claimed for the system:
       None.

   #..OPIC-3

   #....System name: 

       Employee Security Badges.
     Security classification: 
       None.
     System location: 
       Overseas Private Investment Corporation, 1100 New York Avenue, 
   NW, Washington, DC 20527.
     Categories of individuals covered by the system: 
       Employees of the Corporation and contractors whose official 
   duties require frequent and continuing access to the Corporation's 
   offices.
     Categories of records in the system: 
       Badges contain a photograph of the individual with his or her 
   surname, first name and middle initial, and a badge number. They also 
   contain: Date of birth, color of hair, weight, date issued, height, 
   and color of eyes. The badge is signed on the reverse side by the 
   individual and countersigned by a representative of the Corporation. 
   Duplicate photographs are retained and are used for renewal of 
   badges.
     Authority for maintenance of the system: 
       E.O. 10450, Security Requirements for Government Employment, as 
   amended; E.O. 10865, as amended, Safeguarding Classified Information 
   Within Industry; and E.O. 12829, National Industrial Security 
   Program.
   Purpose(s): 
       These records are used to issue identification badges to 
   employees of the Corporation to maintain proper building access and 
   security controls.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Used by (i) OPIC management to allow access to Corporation 
   premises; and (ii) by other agencies of the U.S. government to allow 
   access to their premises.
   Disclosure to consumer reporting agencies:
       None.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Box containing duplicate photograph is filed in a locked office. 
   Employees maintain possession of badges during their tenure with the 
   Corporation.
     Retrievability: 
       Photograph is retrieved by likeness of individual.
     Safeguards: 
       Records are maintained in an area which is accessible only to 
   authorized security personnel.
     Retention and disposal: 
       Badges and duplicate photographs are destroyed upon termination 
   of the individual's employment with or need for access to the 
   Corporation's headquarters.
     System manager(s) and address: 
       Manager, Contract and Administrative Services, Overseas Private 
   Investment Corporation, 1100 New York Avenue, NW, Washington, DC 
   20527.
     Notification procedure: 
       Requests by individuals concerning the existence of a record may 
   be submitted in writing, addressed to the system manager above. The 
   request must comply with the requirements of 22 CFR 707.21(b).
     Record access procedures: 
       Same as above.
     Contesting record procedures: 
       Requests by individuals to amend their record must be submitted 
   in writing, addressed to the system manager above. Requests for 
   amendments to records and requests for review of a refusal to amend a 
   record must comply with the requirements of 22 CFR 707.22.
     Record source categories: 
       Individuals on whom the records are maintained.
     Exemptions claimed for the system:
       None

   #..OPIC-4

   #....System name: 

       Employee Exit Forms.
     Security classification: 
       None.
     System location: 
       Overseas Private Investment Corporation, 1100 New York Avenue, 
   NW, Washington, DC 20527.
     Categories of individuals covered by the system: 
       Former employees of the Corporation.
     Categories of records in the system: 
       Forms containing name, signature and date of signature of 
   employees departing OPIC stating that they have been debriefed on the 
   Corporation's records, policies and procedures, have been advised of 
   and fully understand provisions on post employment conflicts of 
   interest, and certifying that all required clearances for release of 
   the employee's final pay check have been obtained.
     Authority for maintenance of the system: 
       5 U.S.C. 301, Departmental Regulations; and 44 U.S.C. 3101, 
   Records Management by Agency Heads.
   Purpose(s): 
       These records are used to maintain a record of all debriefings 
   and completed exit procedures for former employees.
     Routine uses of records maintained in the system, including 
   categories of users and the purposes of such uses: 
       Used (i) to verify that all departing employees have completed 
   the checkout process; (ii) to ensure the security of OPIC-related 
   information; (iii) to ensure that employees are briefed concerning 
   post-employment restrictions; and (iv) if necessary, to disclose 
   records to the Department of Justice for compliance or enforcement 
   purposes.
   Disclosure to consumer reporting agencies:
       None.
     Policies and practices for storing, retrieving, accessing, 
   retaining, and disposing of records in the system:  
     Storage: 
       Records are stored in hard copy in file folders in a secure file 
   room in a secure office suite accessible only by Central Files staff.
     Retrievability: 
       Records are indexed alphabetically by surname.
     Safeguards: 
       Only authorized Central Files staff have access to the file room 
   containing the records.
     Retention and disposal: 
       Records are retained permanently.
     System manager(s) and address: 

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