[Federal Register: August 3, 2004 (Volume 69, Number 148)]
[Notices]
[Page 46478-46496]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr03au04-26]
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BROADCASTING BOARD OF GOVERNORS
Privacy Act of 1974: Notice of Systems of Records
AGENCY: Broadcasting Board of Governors (BBG).
ACTION: Notice of systems of records.
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SUMMARY: This document is a compilation of the Broadcasting Board of
Governors' Systems of Records maintained under the Privacy Act of 1974
(5 U.S.C. 552a), as amended. The Broadcasting Board of Governors (BBG)
is a relatively new Agency and this is its first compilation of systems
notices.
The compilation of the BBG's System of Records is made in
compliance with the President's Memorandum of May 14, 1998 on Privacy
and Personal Information in Federal Records. The President directed
Federal agencies to review their information practices and ensure that
they are conducted in accordance with privacy law and policy, because
ensuring that the Federal government protects the privacy of personal
information is a priority of the Administration. Office of Management
and Budget (OMB) clearance is pending.
DATES: Effective date: This notice is effective 30 days from the date
of publication. Persons wishing to comment on the systems or amended
systems may do so through the above date at the address listed below.
ADDRESSES: For further information contact: Joseph Gatewood, Office of
General Counsel, BBG, Suite 3349, 330 Independence Ave., SW.,
Washington DC 20237. Telephone (202) 260-4404. Any requests for
information should make sure to identify the request as in reference to
BBG's Privacy Act Systems of Records.
SUPPLEMENTARY INFORMATION: The BBG has never published a System of
Records under the Privacy Act of 1974 (5 U.S.C. 552a), as amended,
because it is a new agency that was created on October 1, 1999.
The Privacy Act created a statutory framework governing how the
Federal government collects, maintains, uses and disseminates
information about certain individuals.
Increased computerization of Federal records permits information to
be used and analyzed in ways that could diminish individual privacy in
the absence of additional safeguards. Therefore, we are assuring that
the use of new information technologies sustains, and does not erode,
the protections provided in the collection, use, retention and
disclosure of personal information. The personal information will be
handled in compliance with the requirements of the Privacy Act.
The Privacy Act provides that, upon request, an individual has the
right to access any record maintained on that person in an agency's
system of records. Under the Privacy Act, a ``system of records'' is a
group of any records under the control of an agency from which
information is retrieved by the name of the individual or by some
identifying number, symbol, or other identifying particular assigned to
the individual.
The Privacy Act further provides that an individual may make a
request to gain access to his/her records or to any records pertaining
to him that is contained within an agency's system of records, and that
the individual may permit another individual to accompany him/her to
review the record and have a copy made at the individual's expense. The
agency may require that the individual requesting access to the records
furnish a written statement authorizing discussion of the individual's
record in the accompanying person's presence. The individual may
request amendment of a record pertaining to him/her within the agency's
system of records if the individual believes that the record is not
accurate, relevant, timely or complete. In order for a request to be
considered, the individual will clearly note the specific and precise
portion of each record that the individual disagrees. The agency will
then consider the individual's request, and determine whether it is
appropriate to amend the record. If the agency deems amendment of the
record appropriate, the agency will amend the record and so notify the
individual. If the agency deems amendment of the record inappropriate,
the agency will issue a refusal to the individual within 30 days of the
individual's request that states the reason's for the refusal and the
procedures established by the agency for the individual to request
review of the agency's determination. Accompanying the agency's refusal
will be the name(s) and addresses of the designated agency official(s)
to whom the individual may request review of the agency's decision not
to amend the record. Use of the Privacy Act as a mechanism to obtain
access to files compiled in anticipation of a civil action or
proceeding is forbidden.
The Privacy Act requires each agency to publish in the Federal
Register a description denoting the type and character of each system
of records that the agency maintains, and the routine uses that are
contained in each system, as a means to notify individuals regarding
the purposes for which personally identifiable information is disclosed
and to assist the individual to more easily find such files within the
Agency.
The BBG's publication of a system of records will readily enable
individuals to determine if there are records maintained about the
individual in the Agency's systems of records. Additionally, the
publication of the Agency's systems notices will emphasize to Agency
personnel the importance of protecting and regulating the collection,
maintenance, use and dissemination of personal information.
OMB clearance is pending; the ``Notice of Systems of Records'' was
submitted to OMB on July 7, 2004. The authority for maintaining these
systems is the Privacy Act of 1974, 5 U.S.C. 552a, as amended.
Dated: July 27, 2004.
Carol Booker,
Acting General Counsel.
Table of Contents
Statement of General Routine Uses Applicable to All BBG Systems of
Records
BBG-1--Broadcasting Board of Governors Staff Files
BBG-2--Office of the General Counsel Litigation Files
BBG-3--Office of the General Counsel (FOIA and Privacy Act Unit)
BBG-4--Office of Legal Counsel Ethics Files (Financial Disclosure
Reports)
BBG-5--IBB Director's Executive Secretariat Files
BBG-6--M/A--Office of Administration (Travel Card Program)
BBG-7--M/A--Office of Administration (Employee Parking)
BBG-8--M/A--Office of Administration (Office Travel Records)
BBG-9--M/CON--Office of Contracts (Vendor Data-Base File Extracts)
BBG-10--M/CON--Office of Contracts (Acquisition and Procurement
Workforce Information System)
BBG-11--M/CON--Office of Contracts (Suspension and Debarment
Information System)
BBG-12--M/P--Office of Personnel
BBG-13--M/PT--Office of Personnel (Training and Development
Division)
BBG-14--M/SEC--Office of Security (Personnel Security and Integrity
Records)
BBG-15--OCB--Office of Cuba Broadcasting
BBG-16--OCR--Office of Civil Rights
[[Page 46479]]
(Complaint Files)
BBG-17--OCR--Office of Civil Rights (General Files)
BBG-18--OCR--Office of Civil Rights (Minority Groups)
BBG-19--P/K--Office of External Affairs (Clearance Files for
Speaking, Teaching and Writing, and Approval Files for Outside
Employment)
Statement of General Routine Uses Applicable to All BBG System of
Records Files
The following routine uses apply to and are incorporated by
reference into each system of records (BBG-1 through BBG-19) set forth
in this Notice:
1. Disclosure for Law Enforcement Purposes
Information may be disclosed to the appropriate Federal, State,
local, tribal or foreign agency responsible for investigating,
prosecuting, enforcing, reviewing or implementing a statute, rule,
regulation, license or order, if the information is relevant to a
potential violation or civil or criminal law or regulation within the
apparent jurisdiction of the entity.
2. Disclosure Incident to Requesting Information
Information may be disclosed to any source from which additional
information is requested ( to the extent necessary to identify the
individual, inform the source of the purpose of the request, and to
identify the type of information requested), when necessary to obtain
information related to an agency decision concerning retention of the
individual, or other personnel action (except hiring), retention or
issuance of a security clearance, the letting of a contract,
subcontract, cooperative agreement, grant, or other financial
arrangement, or other benefit.
3. Disclosure to Requesting Agency
Information may be disclosed to a Federal, State, local, foreign,
tribal or other public authority of the fact that this system of
records contains information relevant to the retention of an employee,
the retention or granting of a security clearance, the letting or
retention of a contract, subcontract, cooperative agreement, grant or
other financial arrangement, or the issuance or retention of a license
or other benefit. The other agency or organization may then make a
request supported by the written consent of the individual if it so
chooses. No disclosure will be made unless the agency has a good faith
belief that the information has been determined to be sufficiently
reliable to support a referral to another office within the agency or
to another Federal agency for criminal, civil, administrative,
personnel, or regulatory action.
4. Disclosure to the Office of Management and Budget
Information may be disclosed to the Office of Management and Budget
at any stage in the legislative coordination and clearance process in
connection with legislation as set forth in OMB Circular No. A-19.
5. Disclosure to Congressional Offices
Information may be disclosed to a congressional office from the
record of an individual in response to an inquiry from the
congressional office made at the request of the individual.
6. Disclosure to the Department of Justice or for Litigation or Other
Proceedings
Information may be disclosed to the Department of Justice, or in a
proceeding before a court, adjudicative body, or other administrative
body before which the Agency is authorized or required to appear. Such
disclosures may occur in circumstances in which the Agency determines
that litigation is likely to affect the Agency or any of its
components, and the Agency is a party to the litigation or has an
interest in such litigation, the Department of Justice or the Agency is
deemed to be relevant and necessary to the litigation, and the use of
the records is compatible with the purpose for which the records or
information were collected. Information may also be disclosed in
connection with litigation or settlement discussions regarding claims
by or against the Agency, including public filing with a court,
arbitrator, mediator, administrative body or other deciding or
mediating official or body, as relevant and necessary to the
discussions or proceedings, and except where court orders are otherwise
required under section (b)(11) of the Privacy Act, 5 U.S.C.
552a(b)(11).
7. Disclosure for Hiring or Retention of Employee
Information may be disclosed from this system of records to a
Federal, State or local agency in response to a request by the agency
in connection with the hiring, retention or investigation of an
employee, issuance of a security clearance, letting of a grant or
contract, or the issuance of a license, grant or other benefit by the
requesting agency, to the extent that such information is deemed
relevant to the requesting agency's decision.
8. Disclosure to the Office of Personnel Management
Information may be disclosed to the Office of Personnel Management
pursuant to the Agency's responsibility or authority for oversight or
evaluation of Federal personnel management.
9. Disclosure to the National Archives or Federal Records Management
Centers
Information may be disclosed to the National Archives or Federal
Records Management Centers as necessary for purposes of records
management or records management inspections.
10. Disclosure for Administrative Claims, Complaints, Appeals
Information may be disclosed to an authorized appeal grievance
examiner, formal complaints examiner, equal opportunity employment
investigator or official, arbitrator, mediator, opposing counsel or
representative, or other person properly engaged in investigation,
settlement, litigation or decision regarding an administrative
grievance, complaint, claim, or appeal filed by an employee, but only
to the extent that the information is relevant and necessary to the
proceeding. Agencies that may obtain information under this routine use
include, but are not limited to, the Office of Personnel Management,
Office of Special Counsel, Merit Systems Protection Board, Federal
Labor Relations Authority, Equal Employment Opportunity Commission, and
Office of Government Ethics.
11. Disclosure to Contractors, Grantees and Others
Information may be disclosed to contractors, grantees, consultants,
or volunteers performing or working on a contract, grant, cooperative
agreement, job, service, or other activity for the Agency and who have
a need to have access to the information in the performance of their
duties or activities for the Agency. Where appropriate, the Agency may
require such individuals or entities to comply with the Privacy Act, as
provided in 5 U.S.C. 552a(m).
12. Disclosure to Federal Agencies for Purposes of Audit
A record from this system of records may be disclosed to authorized
employees of a Federal agency for purposes of audit or program review.
Examples of such agencies include, but are not limited to, Offices of
Inspector General, General Accounting Office, Department of the
Treasury, and Office of Management and Budget.
[[Page 46480]]
13. Disclosure to Department of State
A record from this system of records may be disclosed to the
Department of State and its posts abroad for the purpose of
transmission of information between organizational units of the Agency,
or for purposes related to the responsibilities of the Department of
State in conducting foreign policy or protecting United States
citizens, such as the assignment of employees to positions abroad, the
reporting of accidents abroad, evacuation of employees and dependents,
and other purposes for which officers and employees of the Department
of State have a need for the records in the performance of their
official duties.
14. Disclosure to International or Foreign Agencies or Entities
A record in this system of records may be disclosed to a foreign
government or international agency when necessary to facilitate the
conduct of U.S. relations with that government or agency through the
issuance of such documents as visas, country clearances, identification
cards, drivers' licenses, diplomatic lists, licenses to import or
export personal effects, and other official documents and permits
routinely required in connection with the official service or travel
abroad of the individual and her or his dependents.
15. Disclosure Under Foreign Assistance Act
A record in this system of records may be disclosed to Federal
agencies with which the Agency has entered into an agreement to provide
services to assist the Agency in carrying out its functions under the
Foreign Assistance Act of 1961, as amended. Such disclosures would be
for transmitting information between organizational units of the
Agency, for providing to the original employing agency information
concerning the services of its employee while under the supervision of
the Agency, including performance evaluations, reports of conduct,
awards and commendations, and information normally obtained in the
course of personnel administration and employee supervision, or for
providing other information directly related to the purpose of the
inter-agency agreement as set forth therein, and necessary and relevant
to its implementation.
16. Disclosure Pursuant to FOIA
A record in this system of records may be disclosed to the
Department of Justice to determine whether disclosure thereof is
required by the Freedom of Information Act (5 U.S.C. 552). A record in
this system of records may be disclosed when the information is subject
to exemption under the Freedom of Information Act (5 U.S.C. 552), but
the Agency, in its discretion, determines not to assert the exemption.
17. Disclosure to State and Local Tax Authorities
A record from this system of records may be disclosed to state and
local tax authorities with which the Secretary of the Treasury has
entered into agreements and only to those state and local taxing
authorities for which the employee is subject to tax (whether or not
tax is withheld).
BBG-1
SYSTEM NAME:
Broadcasting Board of Governors Staff Files--BBG.
SYSTEM LOCATION:
Broadcasting Board of Governors (BBG), Rm. 3360, 330 Independence
Ave., SW., Washington, DC 20237.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who submit or receive official correspondence from the
BBG or Board Staff.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence to and from the Board and Board Staff, BBG reports,
Board biographical files, Broadcasting Entities (e.g., Voice of America
(VOA), International Broadcasting Bureau (IBB), Office of Cuba
Broadcasting (OCB), Radio Free Asia (RFA), and Radio Free Europe/Radio
Liberty (RFE/RL)).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Records Act of 1950, as amended; 44 U.S.C. 3101-3167;
Records Disposal Act of 1943, as amended; 44 U.S.C. 3301-3314.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To maintain a record of correspondence to and from the BBG Board,
both with individuals and institutions outside the Agency and to the
BBG Broadcasting entities, reports provided to Congress either by
request or on an informational basis, and biographical information on
Board members for BBG and public use. Records are used and accessed by
Board members and Board staff. Also see Statement of General Routine
Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
and DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is retained in document form in file folders and in
computers.
RETRIEVABILITY:
Manually retrieved by category and name.
SAFEGUARDS:
1. Authorized users: access to files is limited to only authorized
BBG employees having a substantiated need for the information.
2. Physical safeguards: all files are protected by office personnel
during regular duty hours and during non-duty hours by security doors
that can only be accessed by BBG staff employees. Computer information
is protected by the use of passwords restricted to authorized users.
Files are contained in secure building that can be accessed only by
persons showing proper identification credentials.
3. Procedural safeguards: access to records is limited to staff
members on a need to know basis, to employees performing their official
duties.
RETENTION AND DISPOSAL:
Records are maintained until no longer useful or relevant and then
retired or destroyed in accordance with BBG policy and procedures.
SYSTEM MANAGER(S) AND ADDRESS:
BBG Executive Director, Broadcasting Board of Governors, Room 3360,
330 Independence Ave., SW, Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, Broadcasting Board of Governors
(BBG), Suite 3349, 330 Independence Ave., SW, Washington, DC 20237.
Individuals' requests should contain the name and address of the system
manager (listed above) and the following information to enable their
records to be located and identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the
[[Page 46481]]
Notification Procedures (listed above). Individuals requesting access
will also be required to provide adequate identification, such as
driver's license, employee identification card, and/or other
identifying document. Additional identification procedures may be
required in some instances. To request a file other than your own, you
must have a notarized, signed statement giving you express permission
to access the file from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting contents and
appealing determinations by the individual concerned appear at 22 CFR
Part 505. The right to contest records is limited to information that
is incomplete, irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Biographical and ethics information furnished voluntarily by
subject individuals, unsolicited correspondence, requests and inquiries
from U.S. Government officials and members of the general public to the
BBG and BBG staff.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
BBG-2
SYSTEM NAME:
Office of the General Counsel Litigation Files.
SYSTEM LOCATION:
Broadcasting Board of Governors, Office of the General Counsel,
Suite 3349, 330 Independence Ave., SW, Washington, DC 20237.
SECURITY CLASSIFICATION:
Some documents within the system may be classified or confidential.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have filed grievances, inquiries or discrimination
complaints; employees separated or considered for separation for cause;
officers selected out; individuals taking legal actions against the BBG
or its employees; tort claimants and accident victims; employees and
related persons for whom legislative action is sought; personal
property loss claimants; employees and applicants raising legal or
administrative issues concerning rights or benefits; individuals whose
salaries have been garnished; individuals whose official personnel
files have been subpoenaed in connection with divorce, custody or other
litigation.
CATEGORIES OF RECORDS IN THE SYSTEM:
Investigatory reports; litigation reports; pre-hearing and pre-
trial material; evidence for discovery and submission to hearing
officers and courts; pleadings; briefs; transcripts; decisions and
other related documents.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The Federal Records Act, as amended, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF THE ROUTINE USES:
To represent the BBG in claims and other legal actions; to issue
legal opinions or determinations regarding BBG action and perform all
of the BBG's legal representation and advocacy functions.
Information is made available on a need-to-know basis to personnel
of the BBG as may be required in the performance of their official
duties. The principal users of this information outside of the BBG are
the Department of Justice, Department of State, including Office of
Inspector General, Office of Personnel Management, Foreign Service
Grievance Board, and the Employee Management Relations Committee.
Records contained in these files may be released to agencies
outside the BBG who have statutory, regulatory, or other lawful
authority to collect, maintain or use such information. Also see
Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders, electronic data on computer storage
media.
RETRIEVABILITY:
By the name of the individual and the nature of the legal action.
SAFEGUARDS:
Maintained in locked file cabinets and in offices in office suites
to which only authorized BBG personnel have access. Computer files are
maintained on networked BBG computers that are accessible only through
the use of passwords.
RETENTION AND DISPOSAL:
Records may be retained until such time as they are no longer
useful, current, or for a period of time until it can be assured that
all legal proceedings and matters are final and concluded.
SYSTEM MANAGER(S) AND ADDRESS:
Office of the General Counsel, BBG, Suite 3349, 330 Independence
Ave., SW, Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW, Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting the contents of
records subject to the Privacy Act, and appealing determinations appear
in 22 CFR Part 505. The right to contest records is limited to
information that is incomplete, irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Information provided by the individual and/or their attorneys or
representatives, and by employees of the BBG; information produced in
the processing of a claim, grievance, legal action or issue.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Pursuant to 5 U.S.C. 552(a)(k)(2) and (k)(5), all investigatory
material in the record which meets the criteria of these subsections is
exempted from the
[[Page 46482]]
notice, access and contest requirements (under 5 U.S.C. 552a(c)(3),
(d)(e)(1), (e)(4)(G), (H) and (I) and (f) of the BBG regulations) in
order for the BBG's legal staff to properly perform its functions. See
also 22 CFR 505.15.
BBG-3
SYSTEM NAME:
Freedom of Information and Privacy Act Files--BBG/GC/FP.
SYSTEM LOCATION:
Freedom of Information Act (FOIA)/Privacy Act (PA) Officer, Office
of the General Counsel, Broadcasting Board of Governors, 330
Independence Ave., SW., Suite 3349, Washington, DC 20237.
SECURITY CLASSIFICATION:
Some documents may be classified Confidential and Secret.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have requested documents/records or other
information maintained and in the possession of the BBG (pursuant to
the Freedom of Information Act) or maintained by the BBG in a System of
Records about themselves (pursuant to the Privacy Act of 1974).
CATEGORIES OF RECORDS IN THE SYSTEM:
Official, unofficial or personal information maintained and in
possession of the BBG through reports, memoranda, correspondence, etc.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 552 (Freedom of Information Act) and 5 U.S.C. 552a
(Privacy Act).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
For processing of requests received pursuant to the FOIA and the
Privacy Act. Information is made available on a need to know basis to
personnel of the BBG as may be required in the performance of their
official duties.
Information in these records is not normally available to
individuals or agencies outside the BBG, but records may be released to
other government agencies who have statutory or other lawful authority
to maintain or view such information.
Also see Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, RETAINING AND DISPOSING
OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders, and electronic storage on computers.
RETRIEVABILITY:
By name of individual or personal identifier.
SAFEGUARDS:
Records are maintained in secure office area with access only to
BBG employees, and in bar locked cabinets and in combination locked
storage. Computer and data base records are maintained on secure BBG
computers with access only to authorized individuals with the
appropriate password information.
RETENTION AND DISPOSAL:
Retired and destroyed in accordance with record disposition
schedules for BBG.
SYSTEM MANAGER(S) AND ADDRESS:
FOIA/Privacy Act Officer, Office of the General Counsel,
Broadcasting Board of Governors, 330 Independence Ave., SW., Suite
3349, Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contract; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. To request a file other than your
own, you must have a notarized, signed statement giving you express
permission to access the file from the individual to whom the file
pertains.
CONTESTING RECORD PROCEDURE:
The BBG's rules for access and for contesting/amending record
contents and appealing determinations appear in 22 CFR Part 505. The
right to contest records is limited to information that is incomplete,
irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Compiled as a result of requests under the Freedom of Information
Act (FOIA) and the Privacy Act.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained within the system of records may be
exempted under 5 U.S.C. 552 (k)(1)-(2), (k)(4)-(6).
BBG-4
SYSTEM NAME:
Office of Legal Counsel Ethics Files (Financial Disclosure
Reports).
SYSTEM LOCATION:
Office of the General Counsel, BBG, 330 Independence Ave., SW.,
Suite 3349, Washington, DC 20237.
SECURITY CLASSIFICATION:
None for the system. However, some documents within the system may
be classified as confidential or otherwise protected or immunized from
disclosure.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Experts or consultants, employees, paid at the Executive Schedule
level; employees classified at GS-13, or the Foreign Service
Equivalent, or higher, who are in positions of responsibility for a
government decision or taking a government action with regard to:
Contracting or procurement; administering or monitoring grants or
subsidies; regulating or auditing private or other non-Federal
enterprise; or required to report employment or financial interests in
order to determine potential conflicts of interest or to ensure that
BBG decision making is not performed by individuals with an ethical
conflict.
CATEGORIES OF RECORDS IN THE SYSTEM:
Statements of personal and family financial and share holdings and
other interests in business enterprises; copies of blind trusts and
other agreements pertaining to such interests; correspondence regarding
potential or actual conflicts of interest, or regarding investigation,
insulation or control of individuals to prevent or eliminate potential
conflicts of interest; opinions of counsel, including recommendations
of waivers.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 11222; 5 U.S.C. 7301; 18 U.S.C. 208; Ethics in
Government Act of 1948, as amended.
[[Page 46483]]
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Review by the Ethics Officer and staff for possible conflicts of
interest. Provide necessary reference information should allegations of
conflicts arise. Also see Statement of General Routine Uses.
On a need-to-know basis, sharing of ethics information among BBG
components or employees in their official capacities for the purpose of
investigating or addressing allegations of conduct that is related to
addressing ethics issues.
Information in Confidential Financial Disclosure Reports is not
normally available to individuals or agencies outside of the BBG, but
records may be released to other government agencies who have statutory
or other lawful authority to maintain such information. Information in
Public Financial Disclosure Reports is generally subject to public
disclosure.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records in file folders and electronic data base and computer
entries.
RETRIEVABILITY:
Alphabetically by name and by BBG element or geographic area.
SAFEGUARDS:
Maintained in secure office area with access only to BBG employees,
and in bar locked cabinets and in combination locked storage. Computer
and data base records are maintained on secure BBG computers with
access only to authorized individuals with the appropriate password
information.
RETENTION AND DISPOSAL:
Disposed of six years after employee leaves a position for which a
report or ethics information is or has been required.
SYSTEM MANAGER AND ADDRESS:
Office of the General Counsel, Broadcasting Board of Governors
(BBG), Suite 3349, 330 Independence Ave., SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURE:
The BBG's rules for access and for contesting/amending record
contents and appealing determinations appear in 22 CFR Part 505. The
right to contest records is limited to information that is incomplete,
irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
From the individual who filed the required ethics form or from any
individual who provided information pursuant to a complaint or legal
request for examination of ethics or conflict of interest issues.
EXEMPTIONS CLAIMED FROM THE SYSTEM:
Certain records contained within the system of records may be
exempted from disclosure pursuant to 5 U.S.C. 552 (k)(1)-(2), (k)(4)-
(6).
BBG-5
SYSTEM NAME:
IBB Director's Executive Secretariat Files.
SYSTEM LOCATION:
Director's Office, Executive Secretariat, International
Broadcasting Bureau, Broadcasting Board of Governors, 330 Independence
Ave., SW., Washington, DC 20237.
SECURITY CLASSIFICATION:
Some documents may be classified confidential or secret.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Members of the White House Staff, Members of Congress and their
staffs, heads of other executive agencies of the Federal Government and
members of the general public.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence addressed to the IBB Director, as well as the BBG,
and copies of responses to requests for reports, information and/or
assistance of various kinds prepared by the Director or designated
representative.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101-3167;
Records Disposal Act of 1943, as amended, 44 U.S.C. 3301-3314.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Reference files to provide oversight of the flow of requests of the
Director for reports on programming effectiveness of BBG broadcasts; to
provide information and/or assistance of various kinds; and to provide
and monitor responses to such requests.
Information is made available on a need-to-know basis to personnel
of the BBG as may be required in the performance of their official
duties.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain or use such
information.
Also see Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored on computer maintained by and located within the
Secretariat, and maintained as paper records in file folders in the
Secretariat.
RETRIEVABILITY:
Records are cross-indexed by individual name, organization, subject
file and by computer reference number.
SAFEGUARDS:
Computer records are accessible only to authorized employees of the
Director's staff with appropriate password information. Paper records
are kept in locked file cabinets that are contained in a secure area.
All records are contained in secure building that is accessible only to
individuals with appropriate identification.
RETENTION AND DISPOSAL:
Records are maintained indefinitely.
[[Page 46484]]
SYSTEM MANAGER(S) AND ADDRESS:
Supervisory Staff Analyst, Executive Secretariat, BBG, 330
Independence Ave., SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access, contesting record contents and
appealing determinations appear in 22 CFR Part 505. The right to
contest records is limited to information that is incomplete,
irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Unsolicited correspondence from U.S. Government Officials and
members of the general public addressed to the Director concerning VOA,
Worldnet, RFE/RL, RFA, or Office of Cuba Broadcasting.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained in this system of records may be exempted
from 5 U.S.C. 552(a)(k)(1)-(2), (k)(4)-(6); See 22 CFR 505.15.
BBG-6
SYSTEM NAME:
M/A--Office of Administration Travel Card Program Files.
SYSTEM LOCATION:
Office of Administration, Broadcasting Board of Governors, 330
Independence Ave., SW., Washington, DC 20237.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVDUALS COVERED BY THE SYSTEM:
IBB/BBG employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records and information pertaining to IBB/BBG employees who
participate in the Government Travel Charge Card Program.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Travel and Transportation Reform Act of 1998, Public Law 105-264,
dated October 19, 1998, 112 STAT. 2350; 5 U.S.C. 5707; 40 U.S.C. 486,
Sec. 2.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Used by the staff of the Office of Administration to prepare
various reports. The information may be released to other government
agencies that have Statutory or other lawful authority to maintain,
examine or compile such information.
Also see Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records maintained in file folders and lists maintained in
computers.
RETRIEVABILITY:
By name of employee.
SAFEGUARDS:
Paper records are maintained in file cabinets in office space that
is restricted to authorized BBG employees. Computer records are
maintained in systems accessible only by authorized users with
appropriate password information. All records are contained in a secure
building with access limited to individuals with appropriate
identification.
RETENTION AND DISPOSAL:
To date, these records have no disposal authority.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Administrative Operations Division, IBB, Broadcasting Board
of Governors, 330 Independence Ave., SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
Part 505. The right to contest records is limited to information that
is incomplete, irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Information obtained from individuals in the context of
applications for approval of travel credit card. Delinquent and Misuse
report.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
BBG-7
SYSTEM NAME:
M/A--Office of Administration (Employee Parking).
[[Page 46485]]
SYSTEM LOCATION:
Office of Administration, International Broadcasting Bureau (IBB),
Broadcasting Board of Governors (BBG), 330 Independence Ave., SW.,
Washington, DC 20237.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
IBB/BBG employees assigned to BBG controlled parking spaces;
employees waiting for assignment of vacated parking spaces.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Regulations regarding the use of Federally-controlled parking
spaces at 41 CFR Part 101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Assignment of parking space to BBG executives; to assure fairness
in the assignment of parking spaces to employees and to give priority
to certain individuals, e.g. the handicapped and individuals in car
pools.
Information is made available to authorized BBG personnel as may be
required in the performance of their official duties.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain, examine or
compile such information.
Also see Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Paper records maintained in file folders and lists maintained in
computers.
RETRIEVABILITY:
By name of employee.
SAFEGUARDS:
Paper records are maintained in file cabinets in office space that
is restricted to authorized BBG employees. Computer records are
maintained in systems accessible only by authorized users with
appropriate password information. All records are contained in a secure
building with access limited to individuals with appropriate
identification.
RETENTION AND DISPOSAL:
Records are destroyed within 18 months of time when employee
relinquishes the assigned parking space or is separated from the BBG.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Administration, IBB, Broadcasting Board of
Governors, 330 Independence Ave., SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
Part 505. The right to contest records is limited to information that
is incomplete, irrelevant, erroneous, or untimely.
RECORD SOURCE CATEGORIES:
Information obtained from individuals in the context of application
for and administration of BBG parking spaces, and responses generated
to this information by various BBG personnel.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
BBG-8
SYSTEM NAME:
M/A--Office of Administration (Office Travel Records).
SYSTEM LOCATION:
Office of Administration, IBB, Broadcasting Board of Governors, 330
Independence Avenue, SW., Washington, DC 20237.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Past and present BBG employees and private citizens who have
traveled under BBG auspices or as a result of BBG travel orders.
CATEGORIES OF RECORDS IN THE SYSTEM:
Travel documents and correspondence relating to shipment and
storage of personal effects and property; records of active passports
and visa requests from foreign embassies; records of temporary duty
travel.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Supplemental Appropriation Act of 1995, Public Law 663, section
1331 (31 U.S.C. 200); Section 367, the Revised Statutes, as amended;
Anti-Deficiency Act (31 U.S.C. 665).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Used by the staff of the Office of Administration to provide
reimbursement for travel services provided to BBG travelers and the
packing, storing, or shipment of their household effects and
automobiles; to obtain passports and visas for BBG employees and other
BBG travelers; and to prepare various reports on BBG travel activities.
Also see Statement of General Routine Uses.
Information in these records is not normally available to
individuals or agencies outside the BBG, but records may be released to
other government agencies that have lawful authority to maintain,
collect, view or compile such information.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS BY THE SYSTEM:
STORAGE:
Paper records maintained in file folders in storage files, loose
leaf binders, and cards. Electronic records maintained in computers.
RETRIEVABILITY:
Alphabetically by name.
[[Page 46486]]
SAFEGUARDS:
Passports and related material and all classified material are kept
in bar-locked cabinets. Other records are kept in unlocked files that
are under surveillance and supervision of authorized employees during
the working day, and by security guards after official working hour.
Computer records are maintained in areas controlled by authorized BBG
employees and are accessible by authorized individuals using password
information. All records are within a secure building that is
accessible only to individuals with appropriate identification.
RETENTION AND DISPOSAL:
Temporary duty travel authorizations are maintained for four years
and then sent to the Federal records center. Records of personal
property are maintained for six years. Passport records are kept for
ten years for employees and five years for non-employee travelers.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Administrative Operations Division, IBB, Broadcasting Board
of Governors, 330 Independence Ave., SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURE:
The BBG's rules for access and for contesting record contents and
appealing determinations appear in 22 CFR Part 505. The right to
contest records is limited to information that is incomplete,
irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Travel request forms initiated by various BBG components.
Information regarding personal items obtained from the traveler and
from transportation carriers. Passport information received from the
Department of State's Passport Office.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
BBG-9
SYSTEM NAME:
M/CON--Office of Contracts (Vendor Data-Base File Extracts).
SYSTEM LOCATION:
Office of Contracts (M/CON), International Broadcasting Bureau
(IBB), Broadcasting Board of Governors (BBG), 330 ``C'' Street, SW.,
Washington, DC 20237.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Actual and prospective BBG contractors or grantees; individuals
with whom the BBG contracts for talent, including Purchase Order
Vendors (POV) and individuals retained for Expert Consultant Services.
CATEGORIES OF RECORDS IN THE SYSTEM:
Information on individuals as either past, current, or potential
future vendor(s) to the BBG is contained in and can be extracted as
electronic or paper records from M/CON's computer data base files. Such
records may contain an individual's name, business/Internet address(s)
and type, telephone/facsimile numbers, security clearances, college/
higher education diplomas and degrees, specialized Government training,
awards, and personal data from previous contracts, product/service
code, and/or North America Industry and Classification System (NAICS)
code.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Acquisition Regulation (45 CFR 14.205-1(c) and 53.21(e)).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To prepare BBG Solicitation Mailing Lists for competitive
procurements; to determine potential contractor responsibility
information such as financial status, annual billing amounts, technical
experience, past performance, relevant experience, and other contractor
qualification information. Information in the system of records is made
available on a need to know basis to BBG personnel as required in the
performance of their official duties. Information may be released to
other Government agencies who have lawful authority to maintain, view
or compile such information. The principal user of this information
outside the BBG is the General Services Administration.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is initially entered into M/CON's computer system from
either Requisition or Contract forms or from the former Standard Form
129 (Solicitation Mailing List Application). Once the data is entered
into the computer system, the SF-129 paper documents copies are then
destroyed.
RETRIEVABILITY:
By the name of the individual.
SAFEGUARDS:
1. Authorized Users: Contracting personnel and other authorized BBG
personnel.
2. Physical Safeguards: Access to computer records is limited via
password only to authorized personnel; all records are contained within
a secure building with access only to individuals with appropriate
identification.
3. Procedural Safeguards: All authorized users of the information
stored in these systems protect the information from public view and
unauthorized personnel. Data stored in computers are accessed through
the use of passwords available only to authorized personnel.
4. Implementation Guidelines: BBG Manual of Operations and
Administration (MOA) III 500; Records Management Handbook (Domestic)
Section 560-565.
RETENTION AND DISPOSAL:
A routine update of information is conducted approximately every
five (5)
[[Page 46487]]
years. Outdated information is disposed of internally.
SYSTEM MANAGER(S) AND ADDRESS:
Senior Procurement Executive, Office of Contracts (M/CON),
International Broadcasting Bureau (IBB), Broadcasting Board of
Governors (BBG), 330 ``C'' Street SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, must submit a written
request to: FOIA/Privacy Act Officer, BBG, 330 Independence Avenue SW.,
Washington, DC 20237. Individual requests shall contain the name and
address of the System Manager (listed above) and the following
information to enable their records to be located and identified:
A. Full legal name that would be the vendor name used in the
contract;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contract; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. To request a file other than your
own, you must have a notarized, signed statement giving you express
permission to access the file from the individual to whom the file
pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting record contents and
appealing determinations appear in 22 CFR Part 505. The right to
contest records is limited to information that is incomplete,
irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Information is provided by individuals, companies, and other
organizations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
BBG-10
SYSTEM NAME:
M/CON--Office of Contracts (Acquisition and Procurement Workforce
Information System).
SYSTEM LOCATION:
Office of Contracts (M/CON), International Broadcasting Bureau
(IBB), Broadcasting Board of Governors (BBG), 330 ``C'' Street SW.,
Washington, DC 20237.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
BBG employees involved with acquisition and procurement activities,
including but not limited to warranted Contracting Officers,
Contracting Specialists, Purchasing Agents, Procurement Analysts, and
Authorized Representatives of the Contracting Officer (AR/CO).
CATEGORIES OF RECORDS IN THE SYSTEM:
Records containing information regarding an individual's capacity
or ability to serve or be involved with BBG procurement activities,
including but not limited to Name, Office Symbol, Position Title,
Series and Grade, Service Computation Date, Supervisory Designation,
Functional Description of Present Position, Education, Training,
Procurement Experience, Professional Organizations, Honors, Awards,
Career Objectives.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Authority for this system is derived from the Federal Records Act,
44 U.S.C. 3101, and Federal Acquisition Regulation (FAR), Subpart 1-6
(Career Development, Contracting Authority, and Responsibilities).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Identification of employees who have met standards of experience,
education, and training for appointment as warranted Contracting
Officers and Authorized Representatives of Contracting Officers (AR/
CO). Additional purposes are to comply with applicable FAR
requirements, and procurement education and training requirements of
the Clinger-Cohen Act (Pub. L. 104-106) and the Office of Federal
Procurement Policy (OFPP) Letters 92-03 and 97-01 pertaining to
mandatory training requirements for the career development of Federal
acquisition and procurement workforce personnel. Information is also
used to analyze overall BBG procurement system performance regarding
such areas as functional workforce structure and size, and system-wide
and individual training needs. Information is available for performance
of official duties. Information may be released to other Government
agencies who have lawful authority to maintain, view or compile such
information. Also, see Statement of General Routine Uses.
POLICIES AND PRACTICES AND STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is maintained in paper form in files and in Office of
Contracts computer storage.
RETRIEVABILITY:
Records are retrieved by BBG employee's name, office, job series
and grade.
SAFEGUARDS:
1. Authorized Users: Office of Contracts personnel and BBG
employees with express authorization.
2. Physical safeguards: Files are kept in binders and in desktop
PCs in the Policy and Procedures Staff offices in the Office of
Contracts. During non-duty hours the binders and PC is kept in a locked
office. Computer records are maintained in office space that is
controlled by BBG employees and in computers in which only authorized
users may access via passwords. All records are contained within a
secure building with access only to individuals with appropriate
identification.
3. Procedural safeguards: All users of the personal information in
connection with the performance of their official duties protect
information from public view and from unauthorized personnel entering
the office space where the records are kept. Access to records is
strictly limited to Office of Contracts (M/CON) personnel.
4. Implementation guidelines: BBG Manual of Operations and
Administration (MOA) III-500; Records Management Handbook (Domestic)
Sections 560-565.
RETENTION AND DISPOSAL:
Files will be retained as long as the individual remains an
employee of the BBG and is assigned to an Office of Contracts (M/CON)
Headquarters or Field Procurement Activity procurement position (i.e.,
Contracting Officer, Purchasing Agent) or the employee is designated as
an Authorized Representative of the Contracting Officer (AR/CO) for the
term of the specific contract to which the AR/
[[Page 46488]]
CO designation is applicable. Records will be destroyed within a
reasonable time upon the employee's separation from the BBG, revocation
or expiration of the employee's contracting warrant or AR/CO
designation, or completion of the contract to which the AR/CO
designation is applicable.
SYSTEM MANAGER(S) AND ADDRESS:
Senior Procurement Executive, Office of Contracts (M/CON),
International Broadcasting Bureau (IBB), Broadcasting Board of
Governors (BBG), 330 ``C'' Street SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, must submit a written
request to: FOIA/Privacy Act Officer, BBG, 330 Independence Avenue SW.,
Washington, DC 20237. Individual requests shall contain the name and
address of the System Manager (listed above) and the following
information to enable their records to be located and identified:
A. Full legal name that would be the vendor name used in the
contract;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contract; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. To request a file other than your
own, you must have a notarized, signed statement giving you express
permission to access the file from the individual to whom the file
pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting record contents and
appealing determinations appear in 22 CFR Part 505. The right to
contest records is limited to information that is incomplete,
irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Information is provided by individuals, companies, and other
organizations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
BBG-11
SYSTEM NAME:
M/CON--Office of Contracts--(Suspension and Debarment Information
System).
SYSTEM LOCATION:
Office of Contracts (M/CON), International Broadcasting Bureau
(IBB), Broadcasting Board of Governors (BBG), 330 ``C'' Street SW.,
Washington, DC 20237.
SECURITY CLASSIFICATION:
Some documents may be classified at the ``Confidential'' level of
security classification, and they may also be considered as
``Procurement Sensitive'' information.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have been suspended, proposed for debarment, or
debarred from Federal procurement, non-procurement, and assistance
programs, and individuals who have been the subject of agency review,
audit or inquiry to determine whether they should be debarred and/or
suspended from Federal procurement/non-procurement and assistance
programs.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records include information on individuals and firms excluded,
suspended, or considered for exclusion or suspension or other lawful
disqualification from Federal acquisition (including procurement and
non-procurement programs) or assistance programs as a result of
suspension or debarment proceedings initiated by BBG or pursuant to
information forwarded to or received by the BBG from another agency
pursuant to lawful function or from the GSA's List of Parties Excluded
from Federal Procurement or nonprocurement Programs. Such information
includes, but is not limited to, names and addresses, and other
identifying information such as Social Security numbers or taxpayer
identification numbers, of individuals covered by the system of
records. Such information also includes evidence obtained in support
of: criminal, civil or administrative action and closure, interim
decisions, compliance agreements, audits, and final determinations.
Examples of evidence contained in files include correspondence,
inspection reports, memoranda of interviews, contracts and cooperative
and assistance agreements, judgment, plea and conviction documents, and
corporate information. Computer generated records may include data
regarding categories and status of cases.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Property and Administrative Services Act of 1949, 41 U.S.C.
251 et seq., Office of Federal Procurement Policy Act., 41 U.S.C. 401
et seq.; Executive Order 12549 (Feb. 18, 1986) and Executive Order
12689 (Aug. 16, 1989); Federal Acquisition Regulation 9.404; and 22 CFR
513.500 and 513.505.
PURPOSE:
To assist the BBG in assembling information on, conducting, and
documenting debarment and suspension proceedings to ensure that Federal
contracts, cooperative agreements and Federal assistance, loans, and
benefits are awarded to responsible business entities and individuals.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Records may be disclosed to the General Services Administration
(GSA) to compile and maintain the ``List of Parties Excluded from
Federal Procurement or Nonprocurement Programs'' in accordance with FAR
9.404 and 22 CFR 513.500 and 513.505; to organizations or individuals
suspended, proposed for debarment or debarred in BBG proceedings; to
the legal representatives of such organizations; and to the legal
representatives of individuals suspended, proposed for debarment or
debarred in BBG proceedings; to a Federal, State or local agency,
financial institution, or other entity to verify an individual's
eligibility for engaging in a covered transaction, including covered,
primary and lower-tier covered transactions as defined at 22 CFR
513.110; to Federal, State or local agencies, in response to requests
or subpoenas, or for the purpose(s) of (a) assisting them in
administering Federal acquisition, loan and benefit programs or
regulatory programs or monies; (b) assisting them in discharging their
duties to ensure that Federal contracts and assistance, loans, benefits
programs and monies are awarded to responsible individuals and
organizations; or (c) ensuring that Federal, State or local regulatory
responsibilities are met; to the public, upon request, and to
[[Page 46489]]
publishers of computerized legal research systems, but such disclosures
shall be limited to interim or final decisions and settlement
agreements. Also see Statement of General Routine Uses.
POLICIES AND PRACTICES AND STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
File-folders, computer data-bases and other electronic media.
RETRIEVABILITY:
By name of the individual or firm and by file number.
SAFEGUARDS:
Computer records are maintained in a secure, password protected
computer system. Paper records are maintained by authorized individuals
in locked file cabinets and in secure locked offices. All records are
maintained in secure, access-controlled areas. All records are
contained within a secure building with access only to individuals with
appropriate identification.
RETENTION AND DISPOSAL:
Investigative and advocacy files are maintained until such time
after all litigation or appeal ceases and no further activity is likely
to occur. Audit files are retained throughout the term of any
compliance agreement or settlement, or until such time as all
litigation activity is final and ceases. The official administrative
record is retained in the office until six months after the period of
debarment or exclusion expires, or until all provisions of any
compliance agreement or settlement agreement have been completely
fulfilled. The official administrative record is then transferred to
the Federal Records Center (FRC) for storage. Files relating to cases
closed without action are also transferred to the FRC within one year
after the decision to close the matter.
SYSTEM MANAGER(S) AND ADDRESS:
Senior Procurement Executive, Office of Contracts (M/CON),
International Broadcasting Bureau (IBB), Broadcasting Board of
Governors (BBG), 330 ``C'' Street SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, must make a written
request to: FOIA/Privacy Act Officer, BBG, 330 Independence Avenue,
SW., Washington, DC 20237. Individuals' requests must contain the name
and address of the system manager (listed above) and the following
information to enable their records to be located and identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. To request a file other than your
own, you must have a notarized, signed statement giving you express
permission to access the file from the individual to whom the file
pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting record contents and
appealing determinations appear at 22 CFR Part 505. The right to
contest records is limited to information that is incomplete,
irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
BBG and other Federal officials, State and local government
officials, private parties, business and other entities who may have
information relevant to an inquiry, and individuals who have been
suspended, proposed for debarment, or debarred, and their legal
representatives.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained within this system of records may be
exempted by 5 U.S.C. 552(a)(k)(2); (k)(4); and (k)(5).
BBG--12
SYSTEM NAME:
M/P--Office of Personnel.
SYSTEM LOCATION:
Office of Personnel, International Broadcasting Bureau,
Broadcasting Board of Governors, 330 Independence Avenue, SW.,
Washington, DC 20237.
SECURITY CLASSIFICATION:
Some documents are classified Confidential.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
BBG employees and overseas American employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records and information pertaining to the recruitment, testing and
appointment of employees. Records include application forms; fiscal
documents related to expenses; documents regarding post appointment;
changes in employee skills, qualifications and experience; copies of
SF-50 forms and payroll change slips.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Public Law 80-402, the United States Information and Exchange Act
of 1948, as amended ( 22 U.S.C. 1431 et seq.); the U.S. International
Broadcasting Act of 1994, as amended (22 U.S.C. 6201, et seq.); and the
Foreign Affairs Consolidation Act of 1998 (Pub. L. 105-277).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Official Personnel Files contains long-term records necessary or
relevant to documenting employee status and service, as required by the
United States Office of Personnel Management's (OPM's) instructions and
designated in OPM's Guide to Personnel Record Keeping.
Information is made available as required by BBG personnel in
performance of their official duties. The principal users of this
information outside the BBG are personnel officers in other government
agencies as a result of a transfer, detail or hiring processes relating
to the individual to whom the records pertain, and investigators
performing official functions. The information may also be released to
other government agencies who have a statutory or other lawful
authority to maintain such information.
Also see Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Documents are maintained in Standard Form 66 for all Official
Personnel Files (OPFs), additional information is contained in computer
data base.
RETRIEVABILITY:
OPFs are manually retrieved by name.
SAFEGUARDS:
OPFs are maintained in a security approved locked storage room and
in
[[Page 46490]]
computers accessed by individuals only with appropriate password
information.
Access to OPFs is limited to authorized BBG employees and other
authorized individuals, such as security or EEO investigators, with a
substantiated official need for access to the information to perform
their duties. Computer files are maintained in secure office area with
access to authorized individuals with appropriate password information.
All files are stored in a secure building with access only to
individuals with appropriate identification.
RETENTION AND DISPOSAL:
Files are maintained as long as employee remains at BBG. Records of
former employees are transferred to their destination agency or to the
Federal Records Center, as appropriate.
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Operations and Benefits Division, Office of Personnel,
Broadcasting Board of Governors, International Broadcasting Bureau, 330
Independence Ave., SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access, contesting record contents and
appealing determinations appear at 22 CFR Part 505. The right to
contest records is limited to information that is incomplete,
irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Information is retrieved from employee application forms; from
employees' supervisors (documentation relating to employees'
experience, training, evaluation, performance, review, and
recommendation for promotion, etc.; and from organizational personnel
and fiscal elements (e.g. SF-50--Notification of Personnel Actions,
payroll change slips, etc.).
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained within this system of records may be
exempted by 5 U.S.C. 552(a)(k)(1); (k)(2); (k)(4); (k)(5); and (k)(6).
BBG-13
SYSTEM NAME:
M/PT--Office of Personnel (Training and Development Division).
SYSTEM LOCATION:
Training and Development Division, Office of Personnel,
Broadcasting Board of Governors, International Broadcasting Bureau, 330
C St., SW., Washington, DC 20237.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
BBG employees receiving training.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employee training applications, biographic data, educational
background, training records, training program outlines, evaluations of
training courses.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Public Law 80-402, the United States Information and Educational
Exchange Act of 1948, as amended (22 U.S.C. 1431, et seq.); the U.S.
International Broadcasting Act of 1994, as amended (22 U.S.C. 6201, et
seq.); and the Foreign Affairs Consolidation Act of 1998 (Pub. L. 105-
277).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Background material used to determine eligibility for training;
justification for training reports and record-keeping; evaluation and
selection of lecturers and contractors to provide training; preparation
of reports to Congress and other government agencies on training
provided and training costs, as well as projected training needs and
costs.
Information is made available on a need to know basis to personnel
of the BBG as may be required in the performance of their official
duties. The principal users of this information outside the BBG are
personnel officers in other government agencies as a result of
transfer, detail, or reassignment of the individual to whom the record
pertains, other agencies considering employees for detail or transfer,
and investigators performing their job functions.
The information may also be released to other government agencies
who have statutory or other lawful authority to maintain such
information. Also see Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records stored in file folders and file cabinets. Computer
records stored on computer drives.
RETRIEVABILITY:
Manually retrieved by name, by computer generated lists of training
statistics, or by training course title or description.
SAFEGUARDS:
Access to files is limited only to authorized BBG employees having
an official use or need for the information. All files are maintained
in locked offices during non-duty hours and are protected by office
personnel when being used during duty hours. All files are contained
within a secure building with access only to individuals with
appropriate identification. All users of personal information in
connection with the performance of their jobs protect information from
public view and from unauthorized personnel entering an unsupervised
office.
RETENTION AND DISPOSAL:
Training records maintained until employee is separated or until
records are no longer needed. Budget records and cost statistics are
kept for three to five years.
[[Page 46491]]
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Training and Development Division, Office of Personnel,
Broadcasting Board of Governors, International Broadcasting Bureau, 330
C St., SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting record contents and
appealing determinations appear in 22 CFR Part 505. The right to
contest records is limited to information that is incomplete,
irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
The employee; training applications and records; training officers
and other individuals involved in personnel management; supervisors;
trainee evaluations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Certain records contained within this system of records may be
exempted by 5 U.S.C. 552(a)(k)(2); (k)(4); (k)(5); and (k)(6).
BBG-14
SYSTEM NAME:
M/SEC--Office of Security (Personnel Security and Integrity
Records).
SYSTEM LOCATION:
Office of Security, Broadcasting Board of Governors, International
Broadcasting Bureau, 330 C St., SW., Washington, DC 20237. Retired
records stored at Washington National Records Center, 4205 Suitland
Road, Suitland, MD 20409.
SECURITY CLASSIFICATION:
Most records are unclassified, but the system may include records
that are confidential and secret.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All persons currently or formerly employed by BBG in the United
States; all persons currently or formerly employed by BBG in other
countries; some foreign nationals currently or formerly employed
outside the United States; some contractors or individuals whose
services are utilized by BBG; former applicants to BBG; some
prospective spouses of BBG employees; persons who have significant
relationship with persons whose services were utilized or considered
for utilization by the BBG; some persons who were significantly
involved in non-security related administrative inquiries conducted by
the M/SEC; some persons of counterintelligence interest whose names
appeared in the press or are contained in documents furnished by other
agencies of the United States.
CATEGORIES OF RECORDS IN THE SYSTEM:
Application and security forms provided by subjects; reports of
investigation and background check, including those conducted by the
Office of Security and other Government agencies; Personnel Security
Worksheet Records evaluating investigative material; security clearance
and security approval forms; intra-office, intra-Agency and inter-
agency correspondence relating to investigations; security and
suitability determinations and administrative matters; correspondence
to and from Federal and non-Federal law enforcement and
counterintelligence agencies; correspondence to and from State and
local law enforcement jurisdictions, credit bureaus, private employers,
schools, businesses, and individuals relating to investigative
inquiries; records regarding briefings, interviews and de-briefings;
security certifications to other agencies, contact reports, and
security violations; photographs and finger print cards; Cross
Reference Sheets and Records of Release of Information; records from
Security Identification Card System. Not all files contain all of the
above-listed elements.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The authority of the Office of Security to collect and maintain
security data is derived from the following: Executive Order 10450 of
April 27, 1953, as amended; Executive Order 10865 of January 17, 1961,
as amended; Executive Order 12968 of August 2, 1995; and Title 5 of the
Code of Federal Regulations.
PURPOSE:
To collect, record and maintain information deemed necessary to
make security and suitability determinations regarding applicants for
employment with and employees of the IBB and BBG; to make security
determinations regarding the advisability of employee assignments; to
make security assessments regarding the advisability of contracts and
other financial arrangements such as cooperative agreements, and
positions with IBB and BBG; to make security determinations regarding
the advisability of certain promotions, as required by regulation; to
make determinations regarding employees' receipt of special clearances
as required by regulation; to make determinations whether certain non-
citizen employees of IBB or BBG abroad should be granted security
approval; to disclose information to the Office of Inspector General,
U.S. Attorneys' Offices, and other Federal, State and local law
enforcement entities as necessary for these offices to carry out their
investigative and law enforcement functions; to provide information to
officials within IBB and BBG components and management elements as
necessary to assist in the performance of their official duties.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data may be disclosed to Foreign Service Board of Examiners as
necessary to determine qualifications and suitability of applicants;
data may be disclosed to the Department of State as necessary to
determine whether an applicant or employee should be granted or
maintain medical clearance; data may be disclosed to other Government
agencies as necessary for those agencies to determine whether employees
should be granted special clearances required in connection with IBB or
BBG duties; data may be
[[Page 46492]]
disclosed in advising duly authorized security officers or other
agencies of significant security information related to a BBG or IBB
employee or applicant. Data may be disclosed to the Office of Personnel
or to the Office of Personnel Management that significant security or
suitability information was developed or obtained regarding an
applicant or employee. IBB/BBG investigative material having
counterintelligence or national security significance may be disclosed
to other U.S. Government agencies with responsibilities in these areas.
Records may be used by the Director of the Office of Security or his/
her lawful agent in correspondence and contacts with officials of other
Government agencies when, in the judgment of the Director, it becomes
necessary to inform other Government agencies of information uncovered
or available to the Office of Security.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper records kept in file folders; computer data stored on
computers and electronic media.
SAFEGUARDS:
Authorized Users: Employees of the Records Management Unit and
employees of the Office of Security.
Physical Safeguards: Files and computers are maintained in a secure
area which, during working hours, is staffed by authorized users. Room
is locked and alarmed during non-duty hours. Files in possession of
other authorized users are kept in approved safe or locked cabinets
when not in use and during non-duty hours. Computer records are
maintained on secure computers with strict password access. Entire
building is secured during non-duty hours, with security guards on
duty.
Procedural/Technical Safeguards: Records Management Unit personnel
furnish files to other authorized users in exchange for properly
executed ``Chargeout Record'' form. Record Management Unit is provided
properly executed ``Recharge'' form if file is passed from one
authorized user to another. All personnel having routine access to
records have top secret security clearances.
Citation of Implementing Guidelines: Executive Order 12958, and the
Privacy Act of 1974 (5 U.S.C. 552a).
RETENTION AND DISPOSAL:
Files pertaining to employees, contractors, and other whose
relationship with IBB and BBG required a security clearance or
certification may be transferred to the Washington National Records
Center after the individual leaves the BBG or after the relationship
with the BBG ceases. Records may be destroyed upon notification of
death or not later than five years after separation or transfer of
employee or termination of contract, whichever is applicable. Files
pertaining to unsuccessful applicants may be transferred to Washington
National Records Center 120 days after non-selection, and destroyed ten
years after date of last action; index and cross-index cards may be
destroyed as files are destroyed. All destruction of documents pursuant
to appropriate security controls.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Security, BBG, 330 C Street, SW., Washington,
DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting record contents and
appealing determinations appear at 22 CFR Part 505. The right to
contest records is limited to information that is incomplete,
irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Biographic, personal history and other relevant information
furnished by the subject individual on application and security forms
or furnished by the subject during personal interviews or contained in
reports of investigation conducted by the Office of Security, the
Office of Personnel Management, Department of State, Office of
Inspector General, Federal Bureau of Investigation, Department of
Homeland Security and other Federal, State and local Government
agencies or entities. Biographical, personal history and other relevant
information obtained from credit bureaus, current and former employers,
supervisors, co-workers, schools, teachers, rental and real estate
agencies, landlords, neighbors, references, and acquaintances.
Biographical, personal history and other relevant information, which
may or may not be in the form of a photograph obtained from birth
certificates, medical records and professional organization and society
records. Counterintelligence and security reports that are furnished by
other Federal agencies; various public records and indices such as
those produced by Congressional committees, other elements and
employees of BBG, employees of other Government agencies, non-
government entities, and members of the public who may furnish
information to the Office of Security in the interests of national
security, the integrity or preservation of the federal service, good
citizenship or desire to assist others, whistleblower activity, or
concern regarding potentially unlawful, unethical, or improper
activities.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
5 U.S.C. 552a(k)(1), (k)(2), and (k)(5); 5 U.S.C. 552a(c)(3),
552a(d), 552a(e)(1), (e)(4)(H)-(I), and (f). See 22 CFR 505.15.
BBG-15
SYSTEM NAME:
OCB--Office of Cuba Broadcasting.
SYSTEM LOCATION:
Director's Office, Office of Cuba Broadcasting, Broadcasting Board
of Governors, 4201 NW 77th Avenue, Miami, Florida 33166.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees and interns.
[[Page 46493]]
CATEGORIES OF RECORDS IN THE SYSTEM:
Leave slips and statements, performance appraisals, position
descriptions, manager's notes.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To track employee information for use by managers.
STORAGE:
Stored in file folders and on computers.
RETRIEVABILITY:
Retrieved by name.
SAFEGUARDS:
In secure areas and cabinets that are only accessible by managers.
Computer information is maintained on secure computers with access
limited by password.
RETENTION AND DISPOSAL:
Maintained until employee is separated from the BBG. Records of
former employees are transferred to their destination agency or to the
Federal Records Center, as appropriate.
SYSTEM MANAGER(S) AND ADDRESSS:
Director's Office, Office of Cuba Broadcasting, Broadcasting Board
of Governors, 4201 NW 77th Avenue, Miami, Florida 33166.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting record contents and
appealing determinations appear at 22 CFR Part 505. The right to
contest records is limited to information that is incomplete,
irrelevant, erroneous, or untimely.
RECORD SOURCE CATEGORIES:
Information is provided by individuals and managers.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
BBG-16
SYSTEM NAME:
Office of Civil Rights Complaint Files--OCR.
SYSTEM LOCATION:
Office of Civil Rights, Broadcasting Board of Governors, 301 4th
Street, SW., Washington, DC 20237.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Any employee with BBG who has a belief he/she has been
discriminated against in some manner, or an individual who believes he/
she has been retaliated against for a past filing of a discrimination
complaint, and who has consulted with an Office of Civil Rights
Counselor of the BBG or a member of OCR staff about the alleged
discrimination.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
42 U.S.C. 200e-16; 29 U.S.C. 633a; 29 U.S.C. 206(d).
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To record statements and actions taken regarding employees' and
employment applicants' claims of discrimination. Principal users of
this information outside the BBG are the Department of Justice, the
Merit Systems Protection Board, and the Equal Employment Opportunity
Commission. The information contained in this system may also be
released to other government agencies having statutory or other lawful
authority to maintain, compile, view or receive such information.
Information is made available on a need to know basis to BBG
personnel as required for the performance of their official duties.
Also see Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Partially automated system. Most information is stored in paper
folders, with additional information stored on computers.
SAFEGUARDS:
Access is limited to OCR staff and contract EEO investigators.
Records are stored in cabinets with bar locks and on computers
protected with passwords known only to authorized OCR officials. Files
are not removed from OCR offices, complainant and/or the complainant's
representative are provided with copies of file materials, and copies
may also be provided to other government agencies in accordance with
the exercise of these agencies' statutory, regulatory or other official
authorized functions.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Civil Rights, Broadcasting Board of Governors,
310 4th Street, SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW, Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also
[[Page 46494]]
be required to provide adequate identification, such as driver's
license, employee identification card, and/or other identifying
document. Additional identification procedures may be required in some
instances. A notarized signature is required if the request is made by
written correspondence. To request a file other than your own, you must
have a notarized, signed statement giving you express permission to
access the file from the individual to whom the file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting record contents and
appealing determinations appear at 22 CFR Part 505. The right to
contest records is limited to information that is incomplete,
irrelevant, erroneous, or untimely.
RECORD SOURCE CATEGORIES:
Personal interviews, affidavits, statements, BBG Personnel and
Employment records, transcripts of hearings and litigation proceedings,
correspondence.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
BBG--17
SYSTEM NAME:
OCR--Office of Civil Rights General Files (General Files).
SYSTEM LOCATION:
Office of Civil Rights, Broadcasting Board of governors (BBG), 301
4th St, SW., Washington, DC 20237
SECURITY CLASSIFICATION:
Some documents may be classified Confidential.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees of the BBG, applicants for positions in the BBG,
organizations and institutes of higher education applying for grants
from the BBG, recruitment contacts, prominent individuals who may be
appropriate contacts for promotion panels, speakers, electronic media
experts, and other individuals with whom the office is in contact, such
as contractors and consultants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Copies of applications, resumes, correspondence and bibliographical
information regarding the individuals covered by the system, including
memoranda to the files of employees covered by the system who seek
counseling. General administrative files, including those dealing with
travel, budget training and personnel matters. Various affirmative
action plans, correspondence with BBG officials and others, such as
correspondence with other agencies and individuals requesting
information. Chron files and historical files outlining a variety of
actions taken by the office and others in the area of EEO and Civil
Rights. Computer generated lists of employees, and statistical studies
of various parts of the BBG. Medical records of applicants and
employees with disabling conditions and compliance records containing
information about the EEO status of BBG grantee organizations and
action taken on their applications.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
29 CFR Parts 1613 et seq.
PURPOSE(S):
To enable the office to carry out activities designed to recruit,
hire, train, promote, assign and otherwise provide equal employment
opportunity to employees of and applicants for employment in the BBG
Compliance Review files containing information about grant applicant's
implementation of Titles VI, VII, and IX of the Civil Rights Act of
1964, as amended, the Rehabilitation Act of 1974, as amended, and the
Age Discrimination in Employment Act, as amended; to enable the office
to monitor and implement Federal regulations as stipulated in these
statutes.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
Information in this system is made available on a need-to-know
basis to Personnel Officers of the BBG as may be required in the
performance of their duties. It may also be provided to Congressional
Committees, individual Members of Congress, the White House, the
Department of Justice, the Office of Personnel Management, the Equal
Employment Opportunity Commission and to other government entities that
have statutory or other lawful authority to maintain such information.
Compliance Review information may also be released to grant applicants
on request. Also see Statement of General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The system is partially automated. Some information is also
maintained on discs, and some in paper folders.
RETRIEVABILITY:
Records are retrieved by name and types of activities, i.e.,
affirmative action plans, travel, training, etc.
SAFEGUARDS:
1. Authorized users: OCR staff members and contract EEO
investigators who are authorized to have access to the system of
records in the performance of their duties.
2. Physical safeguards: Bar-locked safes, files contained in secure
building requiring appropriate identification to enter.
3. Procedural safeguards: Separate maintenance of tables linking
codes, data encryption, security software providing restricted commands
programs, employee training, procedures for recording and reporting
security violations, computer log-on codes. Contract investigator has
security clearance and is supervised by an OCR staff member.
4. Implementation guidelines: BBG Manual of Operations and
Administration (MOA) V-A (Domestic) Section 560-565.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Civil Rights, Broadcasting Board of Governors
(BBG), 301 4th Street, SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be
[[Page 46495]]
required in some instances. A notarized signature is required if the
request is made by written correspondence. To request a file other than
your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
Part 505. The right to contest records is limited to information that
is incomplete, irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Correspondence, memos of conversations, BBG records of personnel
actions, published biographical sources.
EXEMPTIONS CLAIMED FOR THIS SYSTEM:
None.
BBG--18
SYSTEM NAME:
OCR--Office of Civil Rights (Minority Groups).
SYSTEM LOCATION:
Office of Civil Rights, Broadcasting Board of Governors (BBG), 301
4th St, SW., Washington, DC 20237.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
All employees of BBG and some applicants for employment in BBG.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records are categorized by name, race, sex, national origin, age,
grade or wage level. Handicap or lack thereof and may contain medical
records.
AUTHORITY FOR MAINTENANCE IN THE SYSTEM:
29 CFR 1613.301; 29 CFR 1613.302.
PURPOSE(S):
To compile statistical records of women, minorities, and
individuals with disabling conditions who are considered for
employment, hired, promoted, assigned, training, awarded, disciplined,
and/or separated or who resign from the BBG, to measure EEO progress
and to identify problems.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USE:
Information is made available on a need-to-know basis to personnel
of the BBG as may be required in the performance of their official
duties, including implementing affirmative action plans and in
processing complaints of discrimination. Information is not normally
available to individuals or agencies outside the BBG, but records may
be released to other government agencies having a statutory or other
lawful authority to maintain such information. The principal users of
this information outside of BBG are the Equal Employment Opportunity
Commission, the Office of Personnel Management, the Department of
Justice, the Department of State, and Congress. Also see Statement of
General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper and computer records.
RETRIEVABILITY:
By name, race, sex, age, handicap, national origin, agency
location, date of entry or separation, date of last promotion, grade or
wage level.
SAFEGUARDS:
1. Authorized users: Members of the OCR staff and certain
authorized members of the Office of Personnel, Policy and Services
staff.
2. Physical safeguards: Bar-locked safes, security guard patrol
(off-duty hours); access to building limited to individuals with
appropriate identification.
3. Procedural safeguards: Computer passwords; Separate maintenance
of tables linking codes, data encryption, security software providing
restricted commands programs, employee training, procedures for
recording and reporting security violations. Contractors are supervised
by employees with a security clearance.
4. Implementation guidelines: BBG Manual of Operations and
Administration (MOA) V-A (Domestic) Section 560-565. The source of
security standards is 29 CFR 1613.301 et seq.
SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Civil Rights, Broadcasting Board of Governors
(BBG), 301 4th Street, SW., Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORD ACCESS PROCEDURES:
Individuals wishing to request access to their records should
follow the Notification Procedures (listed above). Individuals
requesting access will also be required to provide adequate
identification, such as driver's license, employee identification card,
and/or other identifying document. Additional identification procedures
may be required in some instances. A notarized signature is required if
the request is made by written correspondence. To request a file other
than your own, you must have a notarized, signed statement giving you
express permission to access the file from the individual to whom the
file pertains.
CONTESTING RECORD PROCEDURES:
The BBG's rules for access and for contesting contents and
appealing determinations by the individual concerned appear in 22 CFR
Part 505. The right to contest records is limited to information that
is incomplete, irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
From the employee or applicant concerned, BBG personnel data,
visual inspection of the employee or application.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Not applicable.
BBG-19
SYSTEM NAME:
P/K--Office of External Affairs (Clearance Files for Speaking,
Teaching and Writing, and Approval Files for Outside Employment).
SYSTEM LOCATION:
Broadcasting Board of Governors (BBG), International Broadcasting
Bureau (IBB), Office of External Affairs, Room 3131, 330 Independence
Ave, SW., Washington, DC 20237.
SECURITY CLASSIFICATION:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees of the IBB, the Voice of America, the Office of Cuba
[[Page 46496]]
Broadcasting (Radio and Television Marti), WORLDNET Television, Office
of engineering and Technical Operations.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence addressed to the Director of the Office of External
Affairs requesting clearance for outside speaking, teaching, or
writing, or requesting approval for outside employment. Correspondence
from office, language service, and division directors to the Director
of the Office of External Affairs regarding employees' requests for
clearance or approval. Correspondence from the Office of External
Affairs to and from the BBG Office of the General Counsel and Ethics
Officer. Responses to IBB and BBG employees on clearance or approval
from the Director of the Office of External Affairs.
AUTHORITY FOR MAINTENANCE OF SYSTEM:
Federal Records Act of 1950, as amended, 44 U.S.C. 3101-3167,
Records Disposal Act of 1943, as amended, 44 U.S.C. 3301-3314.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Files are routinely used by the Director of the Office of External
Affairs or his/her delegate to determine record of current or previous
requests for clearance and/or approval and the disposition of those
requests. Files may be used by representatives of the Labor Relations
offices in the course of investigations. Also see General Routine Uses.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper and computer records are stored in a locked office within the
Office of External Affairs.
RETRIEVABILITY:
Records are kept in hard copy or computer chronologically by year
of the request. A small number of files are kept by individual
identifier.
SAFEGUARDS:
General access to files is permitted only to administrative staffs
and other top management officials having a need-to-know such
information in the normal performance of their duties. Computer records
are protected by password access for authorized users. All records are
located within secure building with access restricted to individuals
showing appropriate identification.
RETENTION AND DISPOSAL:
Files are retained in the Office of External Affairs, and are used
periodically for reference purposes.
SYSTEM MANAGER(S) AND ADDRESS:
Director of External Affairs, International Broadcasting Bureau
(IBB), Broadcasting Board of Governors, 330 Independence Ave., SW.,
Washington, DC 20237.
NOTIFICATION PROCEDURES:
Individuals who want to know whether this system of records
contains information about them, or who want access to their records,
or who want to contest the contents of a record, should make a written
request to: FOIA/Privacy Act Officer, BBG, Suite 3349, 330 Independence
Ave., SW., Washington, DC 20237. Individuals' requests should contain
the name and address of the system manager (listed above) and the
following information to enable their records to be located and
identified:
A. Full legal name;
B. Date of Birth;
C. Social Security Number;
D. Last employing organization (include duty station location) and
the approximate dates of employment or contact; and
E. Signature.
RECORDS ACCESS PROCEDURE:
Requests from individuals should be addressed to the FOIA/Privacy
Act Officer, Office of the General Counsel, 330 Independence Ave, SW.,
Suite 3349, Washington, DC 20237.
CONTESTING RECORDS PROCEDURES:
The rules for access and for contesting contents and appealing
determinations by the individual concerning appeal are found in CFR
Part 505. The right to contest records is limited to information that
is incomplete, irrelevant, erroneous or untimely.
RECORD SOURCE CATEGORIES:
Information is received from employees seeking advance clearance
for outside speaking, teaching or writing on matters of official
concern, or approval for outside employment; from supervisors of such
employees; from the Office of the General Counsel; from the IBB
Designated Ethics Officer, and from the Director of the Office of
External Affairs in making the determination on requests for clearance
and/or approval.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
[FR Doc. 04-17554 Filed 8-2-04; 8:45 am]
BILLING CODE 8230-01-P