[Federal Register: July 27, 2005 (Volume 70, Number 143)]
[Notices]
[Page 43508-43519]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr27jy05-181]
=======================================================================
-----------------------------------------------------------------------
DEPARTMENT OF THE TREASURY
Bureau of Engraving and Printing
Privacy Act of 1974, as Amended; Systems of Records
AGENCY: Bureau of Engraving and Printing, Treasury.
ACTION: Notice of systems of records.
-----------------------------------------------------------------------
SUMMARY: In accordance with the requirements of the Privacy Act of
1974, as amended, 5 U.S.C. 552a, the Bureau of Engraving and Printing
is publishing its inventory of Privacy Act systems of records.
SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5
U.S.C. 552a) and the Office of Management and Budget (OMB) Circular No.
A-130, Bureau of Engraving and Printing (BEP) has completed a review of
its Privacy Act systems of records notices to identify minor changes
that will more accurately describe these records.
The changes throughout the document are editorial in nature and
consist principally of changes to system locations and system manager
addresses and revisions to organizational titles. In addition, the
title to BEP .027 is being changed from ``Programmable Access Security
System (PASS)'' to ``Access Control and Alarm Monitoring Systems
(ACAMS).''
One new system of records was established by BEP entitled ``BEP
.047--Employee Emergency Notification System'' on August 18, 2003, and
published at 68 FR 49544.
The systems notices are reprinted in their entirety following the
Table of Contents.
[[Page 43509]]
Systems Covered by This Notice
This notice covers all systems of records adopted by BEP up to June
1, 2005.
Dated: July 21, 2005.
Nicholas Williams,
Deputy Assistant Secretary for Headquarters Operations.
Table of Contents
Bureau of Engraving and Printing (BEP)
BEP .002--Personal Property Claim File
BEP .004--Counseling Records
BEP .005--Compensation Claims
BEP .006--Debt Files (Employees)
BEP .014--Employee's Production Record
BEP .016--Employee Suggestions
BEP .020--Industrial Truck Licensing Records
BEP .021--Investigative Files
BEP .027--Access Control and Alarm Monitoring Systems (ACAMS)
(formerly: Programmable Access Security System (PASS))
BEP .035--Tort Claims (Against the United States)
BEP .038--Unscheduled Absence Record
BEP .041--Record of Discrimination Complaints
BEP .045--Mail Order Sales Customer Files
BEP .046--Automated Mutilated Currency Tracking System
BEP .047--Employee Emergency Notification System
TREASURY/BEP .002
System Name:
Personal Property Claim File--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and the Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Ft. Worth, Texas 76131.
Categories of Individuals Covered By the System:
Civilian officers and employees of the Bureau of Engraving and
Printing, former employees and their survivors having claim for damage
to or loss of personal property incident to their service.
Categories of Records in the System:
Contains investigative and adjudication documents relative to
personal property damage claim.
Authority For Maintenance of the System:
Military Personnel and Civilian Employees' Claims Act of 1964, as
amended, Pub. L. 88-558.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records may be used to:
(1) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(5) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(6) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114; and
(7) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices For Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
File folder.
Retrievability:
By name.
Safeguards:
Access is limited to Office of Chief Counsel staff.
Retention and Disposal:
Retained three years after case is closed, then destroyed.
System Manager(s) and Address:
Office of Chief Counsel, Bureau of Engraving and Printing; 14th and
C Streets, SW., Washington, DC 20228, and the Bureau of Engraving and
Printing, Western Currency Facility, 9000 Blue Mound Road, Ft. Worth,
Texas 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Individuals having claim for damage to or loss of personal
property.
Exemptions Claimed for the System:
None.
TREASURY/BEP .004
System Name:
Counseling Records--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Ft. Worth, Texas 76131.
Categories of Individuals Covered By the System:
Employees whose actions or conduct warrants counseling.
Categories of Records in the System
Contains correspondence relative to counseling information and
follow-up reports.
Authority For Maintenance of the System
5 U.S.C. 301.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses
These records may be used to: (1) Disclose pertinent information to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violations of, or for enforcing or
implementing, a statute, rule, regulation, order, or license, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation;
[[Page 43510]]
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains, contingent upon that individual signing a release of
information form;
(5) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(6) Provide general educational information to unions recognized as
exclusive bargaining representatives under the Civil Service Reform Act
of 1978, 5 U.S.C. 7111 and 7114; and
(7) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
Maintained in file folders.
Retrievability:
By name.
Safeguards:
Locked in file cabinets; access is limited to EEO and Employee
Counseling Services staff.
Retention and Disposal:
Retained for one year after close of file, then destroyed.
System Manager(s) and Address:
EEO and Employee Counseling Services Staff Manager, Bureau of
Engraving and Printing; 14th and C Streets, SW., Washington, DC 20228.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Individual employee.
Exemptions Claimed For the System:
None.
TREASURY/BEP .005
System Name:
Compensation Claims--Treasury/BEP.
System Location:
Compensation Staff, Personnel Services Division, Office of Human
Resources, Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and Human Resources Division, Bureau of Engraving
and Printing, Western Currency Facility, 9000 Blue Mound Road, Fort
Worth, Texas 76131.
Categories of Individuals Covered By the System:
Bureau of Engraving and Printing employees incurring work-connected
injuries or illnesses, who make claims under Federal Employee
Compensation Act for medical expenses, continuation of pay or
disability.
Categories of Records in the System:
All pertinent documentation, including investigative reports,
medical reports, forms, letters to BEP Office of Financial Management
authorizing continuation of pay, Labor Department reports, etc.
relative to work-connected injuries or illnesses of employees.
Authority For Maintenance of the System:
Federal Employees Compensation Act, as amended, Pub. L. 93-416.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records may be used to: (1) Disclose pertinent information to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violations of, or for enforcing or
implementing, a statute, rule, regulation, order, or license, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(5) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(6) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(7) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114; and
(8) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
File folder, magnetic media and computer disks.
Retrievability:
Name and date of injury.
Safeguards:
Locked file cabinets, locked computers, passwords. Back-up discs
locked in file cabinets. Access is limited to Compensation Claims staff
and Safety managers.
Retention and Disposal:
Records are retained for three years after last entry, then
destroyed.
System Manager(s) and Address:
(1) Manager, Personnel Services Division, Office of Human
Resources, Bureau of Engraving and Printing, 14th
[[Page 43511]]
and C Street SW., Washington, DC 20228. (2) Manager, Human Resources
Division, Bureau of Engraving and Printing, Western Currency Facility,
9000 Blue Mound Road, Fort Worth, Texas 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Occupational Health Unit Daily Report, medical providers,
employee's supervisor's report, and information provided by the
employee.
Exemptions Claimed for the System:
None.
TREASURY/BEP .006
System Name:
Debt Files (Employees)--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228.
Categories of Individuals Covered By the System:
All Bureau of Engraving and Printing employees on whom debt
complaints are received.
Categories of Records in the System:
Contains employee's name, complaint information, court judgments,
counseling efforts, receipts, and final disposition of complaint.
Authority for Maintenance of the System:
Federal Personnel Manual.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records may be used to: (1) Disclose pertinent information to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violations of, or for enforcing or
implementing, a statute, rule, regulation, order, or license, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(5) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(6) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(7) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114, and
(8) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices For Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
Maintained in file folders.
Retrievability:
By name.
Safeguards:
Maintained in locked cabinets; access is limited to Management
Relations Division, Human Resources Division and the Office of the
Chief Counsel.
Retention and Disposal:
Retained for two years, then destroyed.
System Manager(s) and Address:
(1) Chief, Office of Human Resources and the Office of the Chief
Counsel, Bureau of Engraving and Printing; 14th and C Streets, SW.,
Washington, DC 20228. (2) Manager, Human Resources Division, and the
Office of Chief Counsel, Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Fort Worth, TX 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Employees, Complainants, and Court Judgments.
Exemptions Claimed For the System:
None.
TREASURY/BEP .014
System Name:
Employee's Production Record--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Fort Worth, TX 76131.
Categories of Individuals Covered By the System:
All current Washington, DC and Fort Worth, TX Bureau of Engraving
and Printing employees.
Categories of Records in the System:
Contains employee's name, dates, work hours, record of production,
history of work assignments, training, work performance, and progress
reports.
Authority For Maintenance of the System:
5 U.S.C. 301, 4103 and 4302.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records may be used to:
(1) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or
[[Page 43512]]
implementing, a statute, rule, regulation, order, or license, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(5) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(6) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114, and
(7) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
Maintained in data entry diskettes, file folders and production
books.
Retrievability:
Indexed by name, work code number and cross-referenced by project
number.
Safeguards:
Maintained in locked cabinets or desks; access is limited to
personnel having a ``need-to-know.''
Retention and Disposal:
Retained three years, then destroyed.
System Manager(s) and Address:
Office of Chief Counsel; Chief, BEP Resolution Center; Chief,
Office of Human Resources; Chief, Office of Currency Production; Chief,
Office of Stamp Production; Chief, Office of Engraving; Chief, Office
of Procurement; Chief, Office of Production Management; Chief, Office
of External Relations; Chief, Office of Currency Standards; Chief,
Office of Facilities Support; Chief, Office of Production Support;
Chief, Office of Management Control; Chief, Office of Environment and
Safety, Chief, Office of Administrative Services; Chief, Office of
Critical Infrastructure & IT Security; Chief, Office of IT Operations;
Chief, Office of Quality; Chief, Securities Technology and Chief,
Office of Security. Address: Bureau of Engraving and Printing; 14th and
C Streets, SW., Washington, DC 20228. Plant Manager, Bureau of
Engraving and Printing, Western Currency Facility, 9000 Blue Mound
Road, Fort Worth, TX 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Information furnished by employee, developed by supervisor or by
referral document.
Exemptions Claimed For the System:
None.
TREASURY/BEP .016
System Name:
Employee Suggestions--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Ft. Worth, Texas 76131.
Categories of Individuals Covered By the System:
All Bureau of Engraving and Printing employees submitting
suggestions under the incentive award program.
Categories of Records in the System:
Contains employee's suggestion, reviewer evaluation and final
disposition information.
Authority for Maintenance of the System:
Title 5, U.S.C., 4502 (c).
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records may be used to:
(1) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(5) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(6) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114, and
(7) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
Maintained in file folders, as well as on computer disks.
[[Page 43513]]
Retrievability:
Indexed by name.
Safeguards:
Maintained in locked file cabinets; access is limited to the Chief,
Office of Human Resources, the Deputy Chief Financial Officer, and the
employee's supervisor.
Retention and Disposal:
Retained for three years following date of submission, then
destroyed.
System Manager(s) and Address:
Chief, Office of Human Resources, Bureau of Engraving and Printing;
14th and C Streets, SW., Washington, DC 20228, and the Deputy Chief
Financial Officer, Bureau of Engraving and Printing, Western Currency
Facility, 9000 Blue Mound Road, Ft. Worth, Texas 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Individual employee, employee's supervisor and review committee.
Exemptions Claimed for the System:
None.
TREASURY/BEP .020
System Name:
Industrial Truck Licensing Records--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Ft. Worth, Texas 76131.
Categories of Individuals Covered By the System:
Bureau of Engraving and Printing employees designated to operate
self-propelled material and/or machinery handling equipment.
Categories of Records in the System:
Record of employee physical examination, testing, license number
and issue date for purpose of operating one or more types of material
handling equipment used within the Bureau of Engraving and Printing.
Authority For Maintenance of the System:
5 U.S.C. 301.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
Disclosures are not made outside the Department.
Policies and Practices For Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
File folder and Card file.
Retrievability:
By Name.
Safeguards:
Locked file cabinet, access is limited to Office of Environment
Safety and Health, and the General Stores, Receiving and Mail Section
personnel.
Retention and Disposal:
Destroyed three years after license revocation.
System Manager(s) and Address:
Chief, Office of Environment Safety and Health, Bureau of Engraving
and Printing; 14th and C Streets, SW., Washington, DC 20228 and the
Chief, Office of Production Management and Manager, General Stores,
Receiving and Mail Section Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Ft. Worth, Texas 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Supervisor's request, results of physical examination, and data
obtained during training or practical tests.
Exemptions Claimed For the System:
None.
TREASURY/BEP .021
System Name:
Investigative Files--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Fort Worth, Texas 76131.
Categories of Individuals Covered By the System:
Employees, Separated Bureau Employees, Employee Applicants,
Visitors to the Bureau, News-Media Correspondents, Contractor and
Service Company Employees (Current and Separated).
Categories of Records in the System:
Category: Security Files, Personnel Clearance Requests, Case Files,
Bank Shortage Letters, Contractor Files, Currency Discrepancy Reports,
Intelligence Files, Stamp Discrepancy Reports, Case Records,
Correspondence from the Public concerning Security Matters, Security
Files Reference Record, Employee Indebtedness Record, Type of
Information: Character references, Police force reports, Previous
employment verifications, Newspaper articles, Social Security numbers,
Laboratory reports to include handwriting results and latent
fingerprint examinations, Law enforcement criminal and subversive
record checks, Court records, Security registers, Residency
information, Reports of shortages or thefts of Bureau products
including subsequent investigations, Personnel records of various
types, Fingerprint card, Photograph, Names of individuals including
those at contractor plants who worked on a shortage involving Bureau
products, Credit checks, Background investigation reports conducted by
Office of Personnel Management, Bureau of Engraving and Printing, the
Internal Revenue Service and other Federal Investigative Agencies,
Disciplinary action recommended and/or received, Military record forms
and extracted information, List of Bureau employees granted security
clearances, Processes served, i.e. summons, subpoenas, warrants, etc.,
Personnel security case numbers, dates--case opened and closed, and
recommendations, Certificate of Security Clearance, Reports of
violations of Bureau regulations and procedures, Bureau visitor control
documents,
[[Page 43514]]
Correspondence relating to individuals, Claims of indebtedness from
firms and collection agencies and other sources, and assorted
documents, Tape-recorded testimony, Type of Information: Bureau
investigation reports, Information supplied by Law Enforcement
agencies, Applicant interview record, Anonymous tips concerning Bureau
employees, Official investigative statements, Names of those requesting
security assistance and report of the assistance rendered, other
pertinent Governmental records, education records and information, Date
of Birth and physical description of individual in the files.
Authority For Maintenance of the System:
Executive Order 10450 and implementing Treasury and Bureau
Regulations and 31 U.S.C. 427.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records may be used to: (1) Disclose pertinent information to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violations of, or for enforcing or
implementing, a statute, rule, regulation, order, or license, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(5) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(6) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(7) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114, and
(8) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices For Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
File Folders, 3 x 5 Index Cards, 5 x 8 Index Cards, Loose-leaf
Binders, Ledgers, Recording Tape, Computer Database Programs, and
Microfiche.
Retrievability:
Numerically by case number and year, alphabetically by name and
social security number, and alphabetically by Company name.
Safeguards:
Access is limited to Office of Security and Western Currency
Facility Security Division personnel. Records are maintained in locked
file cabinets and secured computers.
Retention and Disposal:
Destroyed within 90 days following notification of an employee's
death, or, within five years after separation or transfer of incumbent
employee; or, five years after expiration of contractual relationship.
Product Discrepancy Investigative Reports and Bank Letter Investigative
Reports are retained indefinitely.
System Manager(s) and Address:
Chief, Office of Security, Bureau of Engraving and Printing, 14th
and C Streets, SW., Washington, DC 20228, and Security Division
personnel, Bureau of Engraving and Printing, Western Currency Facility,
9000 Blue Mound Road, Fort Worth, Texas 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
The sources of the information are the individual concerned and
information supplied by Federal, State and local investigative
agencies, credit bureaus, financial institutions, court records,
educational institutions, and individuals contacted concerning the
person being investigated.
Exemptions Claimed for the System:
This system is exempt from 5 U.S.C. 552a(c)(3), (d), (e)(1),
(e)(4)(G), (e)(4)(H), (e)(4)(I) and (f) of the Privacy Act pursuant to
5 U.S.C. 552a(k)(2).
TREASURY/BEP .027
System Name:
Access Control and Alarm Monitoring Systems (ACAMS)--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Fort Worth, Texas 76131.
Categories of Individuals Covered By the System:
Bureau of Engraving and Printing Employees (Washington, DC and Fort
Worth, Texas); employees of other U.S. Government agencies, contractors
and service company employees who have been cleared for access to the
Bureau of Engraving and Printing and issued BEP Access Badges, and
escorted visitors; i.e., contractors and service company employees who
have not undergone the formal clearance to enter the Bureau of
Engraving and Printing.
Categories of Records in the System:
(A) The following information is maintained concerning all
individuals who are issued BEP access badges with photographs:
Photograph; Full name; Social Security number; date of birth; badge
number; supervisory status, work telephone; work area number; BEP
access clearance level; date BEP access level granted; date last
security background investigation was completed; BEP access level; BEP
access time zone; date access badge issued; date access badge voided;
and time, date and location of each passage through a security control
point, (B) In the case of BEP employees and contractors issued
``Temporary Access'' badges and contractors and others issued ``No
Escort'' badges, in lieu of his/her BEP access badge with photograph,
the same information as in paragraph A (above) is kept, and (C)
Official visitors, contractors, and others issued ``Escort Visitor''
badges: full name, date of issue,
[[Page 43515]]
and date, time and location of each passage through a security control
point is maintained in the BEP ACAMS.
Authority For Maintenance of the System:
31 U.S.C. 321, 5 U.S.C. 301 and 5 U.S.C. 6106.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records may be used to: (1) Disclose pertinent information to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violations of, or for enforcing or
implementing, a statute, rule, regulation, order, or license, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Disclose information to foreign governments in accordance with
formal or informal international agreements;
(5) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(6) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(7) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114, and
(8) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices For Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
Magnetic media and computer printouts.
Retrievability:
Numerical by PASS/badge number, alphabetically by last name, and
appropriate index by subject.
Safeguards:
Records are maintained in locked cabinets in a locked room; access
is limited to Technical Security Division, Office of Security, senior
management staff, Office of Security, the staff of the Internal Review
Division, Office of Management Control and the Security Division
personnel at the Fort Worth, Texas facility. On-line terminals are
installed in a locked 24-hour manned Central Police Operations Center
and the Security Systems Operations Center (SSOC) at the Washington, DC
facility. These terminals are on lines that can be manually activated
and deactivated in the Security Systems Operations Center (SSOC).
Retention and Disposal:
The retention period is for two (2) years.
System Manager(s) and Address:
Manager, Technical Security Division, Office of Security, Bureau of
Engraving and Printing, 14th and C Streets, SW., Washington, DC 20228,
and Manager, Security and Police Division, Bureau of Engraving and
Printing, Western Currency Facility, 9000 Blue Mound Road, Fort Worth,
Texas 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
The individual concerned, his/her supervisor, or an official of the
individual's firm or agency.
Exemptions Claimed for the System:
None.
TREASURY/BEP .035
System Name:
Tort Claims (Against the United States)--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and the Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Ft. Worth, Texas 76131.
Categories of Individuals Covered By the System:
Individuals and/or organizations making claim for money damage
against the United States for injury to or loss of property or personal
injury or death caused by neglect, wrongful act, or omission of a
Bureau of Engraving and Printing employee while acting within the scope
of his office or employment.
Categories of Records in the System:
Contains investigative and adjudication documents relative to
personal injury and/or property damage claims.
Authority for Maintenance of the System:
Federal Tort Claims Act, Title 28 U.S.C. 2672, Public Law 89-506.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records may be used to: (1) Disclose pertinent information to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violations of, or for enforcing or
implementing, a statute, rule, regulation, order, or license, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Provide information to a congressional office in response to an
[[Page 43516]]
inquiry made at the request of the individual to whom the record
pertains;
(5) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114, and
(6) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
File folder.
Retrievability:
By name.
Safeguards:
Access is limited to Office of Chief Counsel staff.
Retention and Disposal:
Retained three years, then destroyed.
System Manager(s) and Address:
Office of Chief Counsel, Bureau of Engraving and Printing; 14th and
C Streets, SW., Washington, DC 20228, and the Bureau of Engraving and
Printing, Western Currency Facility, 9000 Blue Mound Road, Ft. Worth,
Texas 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Individual or organization's claim and/or investigative reports.
Exemptions Claimed for the System:
None.
TREASURY/BEP .038
System Name:
Unscheduled Absence Record--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Ft. Worth, Texas 76131.
Categories of Individuals Covered By the System:
All Bureau of Engraving and Printing employees who have had
unscheduled absences.
Categories of Records in the System:
Record contains chronological documentation of unscheduled
absences.
Authority For Maintenance of the System:
5 U.S.C. 301.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records may be used to: (1) Disclose pertinent information to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violations of, or for enforcing or
implementing, a statute, rule, regulation, order, or license, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(5) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114; and
(6) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
Maintained in file folders.
Retrievability:
By name.
Safeguards:
Kept in locked file cabinets; access to these records is restricted
to Supervisor and authorized timekeeping personnel.
Retention and Disposal:
Retained for one year following separation or transfer, then
destroyed.
System Manager(s) and Address:
Chief, Office of Human Resources, Bureau of Engraving and Printing,
14th and C Streets, SW., Washington, DC 20228, and Human Resources
Division, Bureau of Engraving and Printing, Western Currency Facility,
9000 Blue Mound Road, Ft. Worth, Texas 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Individual employee's time and attendance records, and his/her
supervisor.
Exemptions Claimed For the System:
None.
TREASURY/BEP .041
System Name:
Record of Discrimination Complaints--Treasury/BEP.
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228, and Bureau of Engraving and Printing, Western
Currency Facility, 9000 Blue Mound Road, Ft. Worth, Texas 76131.
Categories of Individuals Covered By the System:
Employees who have initiated discrimination complaints.
Categories of Records in the System:
Data developed as a result of inquiry by the person making the
allegation of discrimination.
[[Page 43517]]
Authority for Maintenance of the System:
Executive Order 11478.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records and information contained in the records may be used
to:
(1) Disclose to EEOC to adjudicate discrimination complaints;
(2) Disclose pertinent information to appropriate Federal, State,
local or foreign agencies responsible for investigating or prosecuting
the violations of, or for enforcing or implementing, a statute, rule,
regulation, order, or license, where the disclosing agency becomes
aware of an indication of a violation or potential violation of civil
or criminal law or regulation;
(3) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(4) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(5) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(6) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114; and
(7) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
Disposing of Records in the System:
Storage:
Maintained in file folders. Locked in combination safe.
Retrievability:
By name and case number.
Safeguards:
Access is limited to Complainants and Bureau Resolution Center;
maintained in locked combination safe.
Retention and Disposal:
Retained four years after resolution, then destroyed.
System Manager(s) and Address:
Chief, Bureau Resolution Center, Bureau of Engraving and Printing,
14th and C Streets, SW., Washington, DC 20228, and the Bureau of
Engraving and Printing, Western Currency Facility, 9000 Blue Mound
Road, Ft. Worth, Texas 76131.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Individual employees who have discrimination complaints.
Exemptions Claimed For the System:
None.
TREASURY/BEP .045
System Name:
Mail Order Sales Customer Files-Treasury/BEP
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228.
Categories of Individuals Covered By the System:
Customers ordering engraved prints and numismatic products from the
Bureau of Engraving and Printing through the mail, and those
individuals who have requested that their names be placed on the BEP
mailing list.
Categories of Records in the System:
Mail order customer's names, addresses, company names, credit card
numbers and expiration dates; history of customer sales; and inventory
data.
Authority for Maintenance of the System:
5 U.S.C. 301.
Purpose(s):
The purposes of the Mail Order Sales Customer Files are to: (1)
Maintain information regarding customers to inform them of BEP
products; (2) provide the capability to research in response to
customer inquiries; and (3) transmit credit card information to
financial institutions for approval or disapproval.
Routine Uses of Records Maintained in the System Including Categories
of Users and the Purposes of Such Uses:
These records and information from these records may be used to
electronically transmit credit card information to obtain approval or
disapproval from the issuing financial institution. Categories of users
include personnel involved in credit card approval.
Disclosure To Consumer Reporting Agencies:
Debt information concerning a Government claim against an
individual is also furnished, in accordance with 5 U.S.C. 552a(b)(12)
and Section 3 of the Debt Collection Act of 1982 (Pub. L. 97-365), to
consumer reporting agencies to encourage repayment of an overdue debt.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Records consist of paper records maintained in file folders and in
electronic media.
Retrievability:
By customer name, order number or customer number.
Safeguards:
Access is limited to those authorized individuals who process
orders, research customer orders or maintain the computer system. In
addition, files and computer data are maintained in a secured area.
Access to electronic records is by password.
Retention and Disposal:
Files on customers who have not purchased any products are kept for
two years, after which they are taken out of the active system and
placed in a separate storage file. This file generates two additional
annual mailings after which time they are purged from the system.
(Should a customer reorder after being placed on this file, they will
be assigned a new customer number and placed back in the main system).
System Manager(s) and Address:
Chief, Office of External Relations, Bureau of Engraving and
Printing, 14th and C Streets, SW., Room 107-M, Washington, DC 20228.
[[Page 43518]]
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Records Access Procedures:
See ``Notification procedure'' above.
Contesting Records Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Customers, BEP employees, financial institutions.
Exemptions Claimed For the System:
None.
TREASURY/BEP .046
System Name:
Automated Mutilated Currency Tracking System-Treasury/BEP
System Location:
Bureau of Engraving and Printing, 14th and C Streets, SW.,
Washington, DC 20228.
Categories of Individuals Covered By the System:
Individuals and financial institutions sending in mutilated paper
currency claims.
Categories of Records in the System:
Mutilated currency claimants' names, addresses, company names,
amount of claims, amount paid, types of currency and condition of
currency.
Authority for Maintenance of the System:
5 U.S.C. 301.
Purpose(s):
The purpose of the Automated Mutilated Currency Tracking System is
to maintain historical information and to respond to claimants'
inquiries, e.g., non-receipt of reimbursement, status of case, etc.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
These records may be used to: (1) Disclose pertinent information to
appropriate Federal, State, local or foreign agencies responsible for
investigating or prosecuting the violations of, or for enforcing or
implementing, a statute, rule, regulation, order, or license, where the
disclosing agency becomes aware of an indication of a violation or
potential violation of civil or criminal law or regulation;
(2) Disclose information to a Federal, State, or local agency,
maintaining civil, criminal or other relevant enforcement information
or other pertinent information, which has requested information
relevant to or necessary to the requesting agency's or the bureau's
hiring or retention of an individual, or issuance of a security
clearance, license, contract, grant, or other benefit;
(3) Disclose information to a court, magistrate, or administrative
tribunal in the course of presenting evidence, including disclosures to
opposing counsel or witnesses in the course of civil discovery,
litigation, or settlement negotiations, in response to a subpoena, or
in connection with criminal law proceedings;
(4) Provide information to a congressional office in response to an
inquiry made at the request of the individual to whom the record
pertains;
(5) Provide information to the news media in accordance with
guidelines contained in 28 CFR 50.2 which relate to an agency's
functions relating to civil and criminal proceedings;
(6) Provide information to unions recognized as exclusive
bargaining representatives under the Civil Service Reform Act of 1978,
5 U.S.C. 7111 and 7114, and
(7) Provide information to third parties during the course of an
investigation to the extent necessary to obtain information pertinent
to the investigation.
Policies and Practices for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
Records consist of paper records maintained in file folders and
records in electronic media.
Retrievability:
By claimant name, case number, address or registered mail number.
Safeguards:
Access is limited to those specific employees who process the
mutilated currency cases, prepare payment, research inquiries or
maintain the computer system. In addition, files and computer data are
maintained in a secured area. Access to electronic records is by
password.
Retention and Disposal:
Active claimant files are maintained for two years. Inactive files
are maintained for seven years. After seven years, the files are purged
from the system and then destroyed. (Inactive files are those for which
final payments have been made.)
System Manager(s) and Address:
Chief, Office of Currency Standards, Bureau of Engraving and
Printing, 14th and C Streets, SW., Room 344A, Washington, DC 20228.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedure:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Record Source Categories:
Individuals, banking institutions and BEP employees.
Exemptions Claimed For the System:
None.
TREASURY/BEP .047
System Name:
Employee Emergency Notification System--Treasury/BEP.
System Location:
Records are maintained at the following Bureau of Engraving and
Printing locations: (1) 14th and C Streets, SW., Washington, DC 20228;
and (2) 9000 Blue Mound Road, Ft. Worth, Texas 76131.
Categories of Individuals Covered By the System:
Records cover those Bureau employees who have voluntarily provided
personal information.
Categories of Records in the System:
The types of personal information collected by this system are
necessary to ensure the timely emergency notification to individuals
that employees have identified. The types of personal information
presently include or potentially could include the following:
(a) Personal identifiers (name; home, work and electronic
addresses; telephone, fax, and pager numbers);
(b) emergency notification (name of person to be notified; address;
telephone number).
[[Page 43519]]
Authority for Maintenance of the System:
31 U.S.C. 3101, et seq., and 5 U.S.C. 301.
Purpose:
The purpose of this system of records is to provide emergency
notification to those person(s) as voluntarily provided by employees,
emergency service providers and law enforcement officials.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
There are no routine uses.
Policies and Practices for Storing, Retrieving, Accessing,
Retaining, and Disposing of Records in the System: Storage:
Records are maintained on manual locator cards and electronic
media.
Retrievability:
Records may be retrieved by name, or other unique identifier.
Safeguards:
BEP has sophisticated Internet firewall security via hardware and
software configurations as well as specific monitoring tools. Records
are maintained in controlled access areas. Identification cards are
verified to ensure that only authorized personnel are present.
Electronic records are protected by restricted access procedures,
including the use of passwords, sign-on protocols, and user
authentication that are periodically changed. Only employees whose
official duties require access are allowed to view, administer, and
control these records.
Retention and Disposal:
Records will be updated by the employees on a voluntary basis and
kept for the duration of the individual's employment. Records can be
destroyed at any time at the direction of the employee. Paper records
that are ready for disposal are destroyed by shredding or burning.
Records in electronic media are electronically erased using accepted
techniques.
System Manager and Address:
Chief, Office of Administrative Services, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Notification Procedure:
Individuals wishing to be notified if they are named in this system
of records, gain access to the records, or contest the contents of any
records maintained in this system may submit inquiries in accordance
with instructions appearing in 31 CFR part 1, subpart C, appendix F.
Address inquiries to Disclosure Officer, Bureau of Engraving and
Printing, 14th and C Streets, SW., Washington, DC 20228.
Record Access Procedures:
See ``Notification procedure'' above.
Record Source Categories:
See ``Notification procedure'' above.
Contesting Record Procedures:
See ``Notification procedure'' above.
Exemptions Claimed for the System:
None.
[FR Doc. 05-14772 Filed 7-26-05; 8:45 am]
BILLING CODE 4840-01-P