[Code of Federal Regulations]
[Title 14, Volume 5, Parts 1200 to end]
[Revised as of January 1, 2001]
From the U.S. Government Printing Office via GPO Access
[CITE: 14CFR1212.201]

[Page 77-78]
 
                     TITLE 14--AERONAUTICS AND SPACE
 
                          SPACE ADMINISTRATION
 
PART 1212--PRIVACY ACT--NASA REGULATIONS--Table of Contents
 
                    Subpart 1212.2--Access to Records
 
Sec. 1212.201  Requesting a record.

    (a) Individuals may request access to their Privacy Act records, 
either in person or in writing.
    (b) Individuals may also authorize a third party to have access to 
their Privacy Act records. This authorization shall be in writing, 
signed by the individual and contain the individual's address as well as 
the name and address of the representative being authorized access. The 
identities of both the subject individual and the representative must be 
verified in accordance with the procedures set forth in Sec. 1212.202 of 
this part.
    (c)(1) Requests must be directed to the appropriate system manager, 
or, if unknown, to the NASA Headquarters or Field Installation 
Information Center. The request should be identified clearly on the 
envelope and on the letter as a ``Request Under the Privacy Act.''
    (2) Where possible, requests should contain the following 
information to ensure timely processing:
    (i) Name and address of subject.
    (ii) Identity of the system of records.
    (iii) Nature of the request.

[[Page 78]]

    (iv) Identifying information specified in the applicable system 
notice to assist in identifying the request, such as location of the 
record, if known, full name, birth date, etc.
    (d) NASA has no obligation to comply with a nonspecific request for 
access to information concerning an individual, e.g., a request to 
provide copies of ``all information contained in your files concerning 
me,'' although a good faith effort will be made to locate records if 
there is reason to believe NASA has records on the individual. If the 
request is so incomplete or incomprehensible that the requested record 
cannot be identified, additional information or clarification will be 
requested in the acknowledgement, and assistance to the individual will 
be offered as appropriate.
    (e) If the information center receives a request for access, the 
Information Center will record the date of receipt and immediately 
forward the request to the responsible system manager for handling.
    (f) Normally, the system manager shall respond to a request for 
access within 10 work days of receipt of the request and the access 
shall be provided within 30 work days of receipt.
    (1) In response to a request for access, the system manager shall:
    (i) Notify the requester that there is no record on the individual 
in the system of records and inform the requester of the procedures to 
follow for appeal (See Sec. 1212.4);
    (ii) Notify the requester that the record is exempt from disclosure, 
cite the appropriate exemption, and inform the requester of the 
procedures to follow for appeal (See Sec. 1212.4);
    (iii) Upon request, promptly provide copies of the record, subject 
to the fee requirements (Sec. 1212.204); or
    (iv) Make the individual's record available for personal inspection 
in the presence of a NASA representative.
    (2) Unless the system manager agrees to another location, personal 
inspection of the record shall be at the location of the record as 
identified in the system notice.
    (3) When an individual requests records in a system of records 
maintained on a third party, the request shall be processed as a Freedom 
of Information Act (FOIA) request under 14 CFR part 1206. If the records 
requested are subject to release under FOIA (5 U.S.C. 552(b)), then a 
Privacy Act exemption may not be invoked to deny access.
    (4) When an individual requests records in a system of records 
maintained on the individual, the request shall be processed under this 
part. NASA will not rely on exemptions contained in FOIA to withhold any 
record which is otherwise accessible to the individual under this part.