[Federal
Register: July 23, 2008 (Volume 73, Number 142)]
[Notices]
[Page
42904-42921]
From
the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr23jy08-99]
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DEPARTMENT
OF THE TREASURY
Bureau
of the Public Debt
Privacy
Act of 1974; Systems of Records
AGENCY:
Bureau of the Public Debt, Treasury.
ACTION:
Notice of systems of records.
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SUMMARY:
In accordance with the requirements of the Privacy Act of
1974,
as amended, 5 U.S.C. 552a, the Bureau of the Public Debt,
Treasury,
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, the Bureau of the Public Debt (BPD) has completed a review
of its
Privacy Act systems of records notices to identify changes that
will
more accurately describe these records. The systems of records
were
last published in their entirety on June 10, 2005, at 70 FR 33939-
33955.
On May 22, 2007, the Office of Management
and Budget (OMB) issued
Memorandum
M-07-16 entitled ``Safeguarding Against and Responding to
the
Breach of Personally Identifiable Information.'' It required
agencies
to publish the routine use recommended by the President's
Identity
Theft Task Force. As part of that effort, the Department
published
the notice of the proposed routine use on October 3, 2007, at
72 FR
56434, and it was effective on November 13, 2007. The new routine
use
has been added to each BPD system of records below. Other changes
throughout
the document are editorial in nature and consist principally
of
revising address information, minor editorial changes and editing of
headings
for consistency.
Department of the Treasury regulations
require the Department to
publish
the existence and character of all systems of records every
three
years (31 CFR 1.23(a)(1)). BPD has leveraged this requirement to
incorporate
the review of its current holding of personally
identifiable
information required by M-07-16. With respect to its
inventory
of Privacy Act systems of records, BPD has determined that
the
information contained in its systems of records is accurate,
timely,
relevant, complete, and is the minimum necessary to maintain
the
proper performance of a documented agency function.
Systems
Covered by this Notice
This notice covers all systems of records
adopted by the Bureau of
the
Public Debt up to January 1, 2008. The systems notices are
reprinted
in their entirety following the Table of Contents.
Dated: July 11, 2008.
Elizabeth
Cuffe,
Deputy
Assistant Secretary for Privacy and Treasury Records.
Table
of Contents
Bureau
of the Public Debt
BPD.001--Human
Resources and Administrative Records
BPD.002--
BPD.003--
Securities)
BPD.004--Controlled
Access Security System
BPD.005--Employee
Assistance Records
BPD.006--Health
Service Program Records
BPD.007--Gifts
to Reduce the Public Debt
BPD.008--Retail
Treasury Securities Access Application
BPD.009--
TREASURY/BPD.001
System
Name:
Human Resources and Administrative
Records--Treasury/BPD.
System
Location:
Records are maintained at the following
Bureau of the Public Debt
locations:
Street,
NW.,
duplicated
for maintenance by supervisors for employees or programs
under
their supervision. These duplicates are also covered by this
system
of records.
Categories
of Individuals Covered by the System:
Records cover present and former employees,
applicants for
employment,
contractors, vendors, and visitors.
Categories
of Records in the System:
This system of records is limited to those
records the Bureau of
the
Public Debt needs to function in an efficient manner and does not
cover
those records reported under another system of records notice.
(A) Human Resources Records: These records
relate to categories
such
as disciplinary and adverse actions; leave and hours of duty;
alternate
work schedules, standards of conduct and ethics programs;
indebtedness;
employee suitability and security determinations;
grievances;
performance problems; bargaining unit matters; Federal
labor
relations issues; relocation notices; outside employment;
recruitment;
placement; merit promotion; special hiring programs,
including
Summer Employment, Veterans Readjustment, Career Development
for
Lower Level Employees (CADE), Student Employment Programs; position
classification
and management; special areas of pay administration,
including
grade and pay retention, premium pay, scheduling of work,
performance
management and recognition; training and employee
development
programs; incentive awards; benefits and retirement
programs;
personnel and payroll actions; insurance; worker's and
unemployment
compensation; employee orientation; retirement; accident
reports;
and consolidation of personnel/program efforts among offices.
(B) Equal Employment Opportunity Records:
These are records of
informal
EEO complaints and discussions that have not reached the level
of
formal complaints. After 30 days these records are destroyed or
incorporated
in a formal complaint file. Formal complaints are handled
by the
Treasury Department's
formal
complaint documents are sometimes maintained by the Bureau of
the
Public Debt's EEO Office.
(C) Administrative Services Records: These
records relate to
administrative
support functions including motor vehicle operation,
safety
and security, access to exterior and interior areas, contract
guard
records, offense/incident reports, accident reports, and security
determinations.
(D) Procurement Records: These records
relate to contractors/
vendors
if they are individuals; purchase card holders, including the
name,
social security number and credit card number for employees who
hold
Government-use cards; procurement integrity certificates,
containing
certifications by procurement officials that they are
familiar
with the Federal Procurement Policy Act.
(E) Financial Management Records: These
records relate to
government
travel, vendor accounts, other employee reimbursements,
interagency
transactions, employee pay records, vendor registration
data,
purchase card accounts and transactions, and program payment
agreements.
(F) Retiree Mailing Records: These records
contain the name and
address
furnished by Bureau of the Public Debt
[[Page
42905]]
retirees
requesting mailings of newsletters and other special mailings.
Authority
for Maintenance of the System:
5 U.S.C. 301; 31 U.S.C. 321.
Purpose(s):
These records are collected and maintained
to document various
aspects
of a person's employment with the Bureau of the Public Debt and
to
assure the orderly processing of administrative actions within the
Bureau.
Routine
Uses of Records Maintained in the System, Including Categories
of
Users and the Purposes of Such Uses:
These records may be disclosed to:
(1) The Office of Personnel Management, the
Merit Systems
Protection
Board, the Equal Employment
Federal
Labor Relations Authority upon authorized request;
(2) Other Federal, State, or local
agencies, such as a State
employment
compensation board or housing administration agency, so that
the
agency may adjudicate an individual's eligibility for a benefit, or
liability
in such matters as child support;
(3) Creditors, potential creditors,
landlords, and potential
landlords
when they request employment data or salary information for
purposes
of processing the employee's loan, mortgage, or apartment
rental
application (when information is requested by telephone, only
verification
of information supplied by the caller will be provided);
(4) Next-of-kin, voluntary guardians, and
other representative or
successor
in interest of a deceased or incapacitated employee or former
employee;
(5) Unions recognized as exclusive
bargaining representatives under
5
U.S.C. chapter 71, arbitrators, and other parties responsible for the
administration
of the Federal labor-management program if needed in the
performance
of their authorized duties;
(6) Private creditors for the purpose of
garnishing wages of an
employee
if a debt has been reduced to a judgment;
(7) Authorized Federal and non-Federal
entities for use in approved
computer
matching efforts, limited to those data elements considered
necessary
in making a determination of eligibility under particular
benefit
programs administered by those agencies or entities, to improve
program
integrity, and to collect debts and other monies owed to those
agencies
or entities or to the Bureau of the Public Debt;
(8) Contractors of the Bureau of the Public
Debt for the purpose of
processing
personnel and administrative records;
(9) Other Federal, State, or local agencies
in connection with the
hiring
or retention of an individual, the issuance of a security
clearance,
the conducting of a security or suitability investigation of
an
individual, the issuance of a license, contract, grant, or other
benefit;
(10) Congressional offices in response to
an inquiry made at the
request
of the individual to whom the record pertains;
(11) Other Federal agencies to effect
salary or administrative
offset
for the purpose of collecting a debt, except that addresses
obtained
from the Internal Revenue Service shall not be disclosed to
other
agencies;
(12) Consumer reporting agencies, including
mailing addresses
obtained
from the Internal Revenue Service to obtain credit reports;
(13) Debt collection agencies, including
mailing addresses obtained
from
the Internal Revenue Service, for debt collection services;
(14) 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;
(15) 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
or in connection with criminal law proceedings or in
response
to a subpoena;
(16) Third parties during the course of an
investigation to the
extent
necessary to obtain information pertinent to the investigation;
and
(17) To appropriate agencies, entities, and
persons when (a) the
Department
suspects or has confirmed that the security or
confidentiality
of information in the system of records has been
compromised;
(b) the Department has determined that as a result of the
suspected
or confirmed compromise there is a risk of harm to economic
or
property interests, identity theft or fraud, or harm to the security
or
integrity of this system or other systems or programs (whether
maintained
by the Department or another agency or entity) that rely
upon
the compromised information; and (c) the disclosure made to such
agencies,
entities, and persons is reasonably necessary to assist in
connection
with the Department's efforts to respond to the suspected or
confirmed
compromise and prevent, minimize, or remedy such harm.
Disclosure
to Consumer Reporting Agencies:
In accordance with the Privacy Act (5
U.S.C. 552a(b)(12)),
disclosures
may be made from this system of records to ``consumer
reporting
agencies'' as defined in 31 U.S.C. 3701(a)(3). The purpose of
the
disclosure is to aid in the collection of outstanding debts owed to
the
Federal Government. After the prerequisites of 31 U.S.C. 3711 have
been
followed, the Bureau of the Public Debt may disclose information
necessary
to establish the identity of the individual responsible for
the
claim, including name, address, and taxpayer identification number;
the
amount, status, and history of the claim; and the agency or program
under
which the claim arose.
Policies
and Practices for Storing, Retrieving, Accessing, Retaining,
and
Disposing of Records in the System:
Storage:
Records in this system are stored on paper,
microform, or in
electronic
media.
Retrievability:
By name, social security number, or other
assigned identifier.
Safeguards:
These 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 and sign-on protocols
that
are periodically changed. Only employees whose official duties
require
access are allowed to view, administer, and control these
records.
Copies of records maintained on computer have the same limited
access
as paper records.
Retention
and Disposal:
Records are maintained in accordance with
National Archives and
Records
Administration retention schedules. Paper and microform records
ready
for disposal are destroyed by shredding or maceration. Records in
electronic
media are electronically erased using accepted techniques.
System
Manager and Address:
(A) Human Resources Records: Assistant
Commissioner, Office of
Management
Services, Human Resources Division, Bureau of the Public
Debt,
Director,
Administrative
Division,
Bureau of the
[[Page
42906]]
Public
Debt,
(B) Equal Employment
Office
of Management Services, Equal Employment
the
Public Debt,
(C) Administrative Services Records:
Assistant Commissioner, Office
of
Management Services, Administrative Services Division, Bureau of the
Public
Debt,
(D) Procurement Records: Executive
Director, Administrative
(E) Financial Management Records: Executive
Director,
Administrative
Street,
(F) Retiree Mailing Records: Executive
Director, Administrative
Debt,
(G) Travel Records: Executive Director,
Administrative Resource
Center,
Travel Services Division,
26106-5312.
Notification
Procedure:
Individuals may submit their requests for
determination of whether
the
system contains records about them or for access to records as
provided
under ``Records Access Procedures.'' Requests must be made in
compliance
with the applicable regulations (31 CFR part 1, subpart C).
Requests
that do not comply fully with these procedures may result in
noncompliance
with the request, but will be answered to the extent
possible.
Record
Access Procedures:
(1) A request for access to records must be
in writing, signed by
the
individual concerned, identify the system of records, and clearly
indicate
that the request is made pursuant to the Privacy Act of 1974.
If the
individual is seeking access in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but showing a name and signature.
If the
individual is seeking access by mail, identity may be
established
by presenting a signature, address, and one other
identifier
such as a photocopy of an official document bearing the
individual's
signature. The Bureau of the Public Debt reserves the
right
to require additional verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must state whether the
requester wishes to be
notified
that the record exists or desires to inspect or obtain a copy
of the
record. If a copy of the record is desired, the requester must
agree
to pay the fees for copying the documents in accordance with 31
CFR
1.26(d)(2)(ii).
Contesting
Record Procedures:
Initial amendment requests: (1) A request
by an individual
contesting
the content of records or for correction of records must be
in
writing, signed by the individual involved, identify the system of
records,
and clearly state that the request is made pursuant to the
Privacy
Act of 1974. If the request is made in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but instead showing a name and
signature.
If the request is made by mail, identity may be established
by the
presentation of a signature, address, and one other identifier
such
as a photocopy of an official document bearing the individual's
signature.
The Bureau of the Public Debt reserves the right to require
additional
verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must specify:
(a) The dates of records in question,
(b) The specific records alleged to be
incorrect,
(c) The correction requested, and
(d)
The reasons.
(4) The request must include available
evidence in support of the
request.
Appeals from an initial denial of a request
for correction of
records:
(1) An appeal from an initial denial of a
request for correction of
records
must be in writing, signed by the individual involved, identify
the
system of records, and clearly state that it is made pursuant to
the
Privacy Act of 1974. If the individual is making an appeal in
person,
identity may be established by the presentation of a single
official
document bearing the individual's photograph or by the
presentation
of two items of identification without the photograph but
showing
a name and signature. If the individual is making an appeal by
mail,
identity may be established by the presentation of a signature,
address,
and one other identifier such as a photocopy of an official
document
bearing the individual's signature. The Bureau of the Public
Debt
reserves the right to require additional verification of an
individual's
identity.
(2) Appellate determinations will be made
by the Commissioner of
the
Bureau of the Public Debt or the delegate of such officer. Appeals
must
be mailed or delivered personally to: Chief Counsel, Bureau of the
Public
Debt,
otherwise
provided for in the applicable appendix to 31 CFR part 1,
subpart
C), within 35 days of the individual's receipt of the initial
denial
of the requested correction.
(3) An appeal must be marked ``Privacy Act
Amendment Appeal'' and
specify:
(a) The records to which the appeal
relates,
(b) The date of the initial request made
for correction of the
records,
and