Wednesday
September 26, 1979
Part II
ACTION
Privacy Act of 1974, Systems of Records;
Annual Publication
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Federal Register / Vol. 44, No. 188 / Wednesday. September 26, 1979 / Notices
ACTION
PriTacy Act of 1974
AGENCY: ACTION
ACTION: Annual pabKoation of SystraM of Records
SUMMARY: The purpose of this notice is to infonm the public of
the Privacy Act systems of records maintained by ACTION.
DATES: This document fWfiUs the annual notice requirements of
the Privacy Act for 1974.
FOR FURTHER INFORMATION CONTACT: John F. Nolan,
Director, Administrative Services Division, ACTION, 806 Connecti¬
cut Avenue, N.W., Washington, D.C. 20S2S. Phone number 202-254-
8105.
SUPPLEMENTAL INFORMATION; The systems published in
their entirety in this notice continue in effect. Since our last annual
publication in the Federal Register, Volume 43 on September 7, 1978
at pages 39928-39929, we combined segmented notices of our volun¬
teer and staff systems to create two major systems. The two systems
are entitled the ACTION Staff AppHcant and Employee Records
ACTION/1 and ACTION Volunteer Applicant and Service Records
System ACTION/2. A notice was published in FR Vol. 43, Decem¬
ber 5, 1978 at pages 56924-56928.
This notice does not include specific identification of certain sys¬
tems of records in the custody of the Agency due to the fact that
other Federal agencies have assumed responsibility for publishing
government-wide notices with respect thereto. Primarily this includes
publication of systems records pertaining to Federal employee per¬
sonnel records by the Office of Personnel Management.
Special note should be taken of the Preliminary Statement to the
systems of records containing an indication of general routine uses,
general exemptions from disclosure, general regulations as to notifica¬
tion, access and contest, and other material applicable to ACTION
record systems generally. The Agency desired to avoid unnecessary
repetition and duplication in the publication of each system of rec¬
ords which might make it difficult for the public to review and
locate a system in which a record might be available. The publication
of general routine uses and exemptions does not serve as an indica¬
tion that each system will be normally used or usable for such
purposes or subject to such exemptions, but that the use of any
system for such routine use shall be permitted upon request of a
designated routine user. Included in the prelimin^ statement of
routine uses are certain indications of special exemptions with respect
to volunteer personnel files and medical/psychiatric records as to
which special procedures are required to comply with the Agency’s
special responsibility to volunteers and to personnel as to whom it
maintains medical/psychiatric information.
This notice is issued in Washington, D.C., on September 18, 1979.
Robert S. Currie,
Executive Officer.
Preliminary Statement
Operating Units; Identification of the operating units within the
Agency to which a particular system of records pertains appears as
“ACTION” followed by a designated abbreviation. The abbrevia¬
tions and their meanings are:
OD-Office of the Director
EXD-Office of Domestic and Anti-Poverty Operations
PC-Peace Corps
OPP-Office of Policy and Planning
LGA-Office of Legislative and Intergovernmental Affairs
GC-Office of General Counsel
C-Office of Compliance
AF-Office of Administration and Finance
ORC-Office of Recruitment and Communications
VCP-Office of Voluntary Citizen Participation
OFFICIAL PERSONNEL FILES: Officii personnel files of Fed¬
eral employees in the General Schedule in the custody of the agency
are considered the property of the Office of Personnel Management
(OPM). Access to such files shall be in accordance with such notices
published by OPM. Access to such files in the custody of the
Agency will be granted to individuals to whom such files pertain
upon request to the Director, Personnel Management Division, 806
Connecticut Avenue, N.W., Washington, D.C. 20525.
Files of staff employees appointed under the Peace Corps appoint¬
ing authority which are not specifically covered by the OPM publi-
- cation are inter-filed with ail other personnel files and treated in the
same manner. The OPM publication of notice for official personnel
files is therefore adopted by reference for Peace Corps appointee
personnel files in the custody of the Agency provided however that
access, contests and appeals as to any record shall be heard as
provided in accord wkk ACTION regulations nader the Privacy
Act.
Various offices in dM Agency maiatain files wUch contain misccl-
bneouB copies of personnel material affecting ACTION employees,
this would include copies of standard pertonnel forms, evaluation,
etc. These files are ke^ only for nmiictnate office reference use and
are considered by the Agency to be part of the personnel file system.
The Agency’s internal regulations provide that such information is a
part of the general personnel files ud con only be disclosed through
the Director of the Wrsonnel Management Division in order that he/
she may insure that any material to be disclosed is relevant, material,
current, and fair to the individual employee. It is also the policy of
the Agency to limit the use of such files and to encourage the
destruction of as many as possible.
STATEMENT OF GENERAL ROUTINE USES
The following routine uses are incorporated by this reference into
each system of records set forth herein, unless such incorporation is
specifically limited in the system description.
1. In the event that a record in a system of records maintained by
the Agency indicates any violation or potential violation of the law
whether civil, criminal, or regulatory in nature, and whether arising
by statute, or be regulation, rule or order issued pursuant thereto, the
relevant record in this system of records may be referred, as a
routine use, to the appropriate agency, whether Federal, state, local
or foreign charged with the responsibility of investigating or pros¬
ecuting such violation, or charged with enforcing or implementing
the statute, rule, regulation, or order issued pursuant thereto; such
referral shall also include and be deemed to authorize, (1) any and all
appropriate and necessary uses of such records in a court of law or
before an administrative board or hearing, and (2) such other inter¬
agency referrals as may be necessary to carry out the receiving
agencies assigned law enforcement duties.
2. In the event the Agency receives a r^uest from a Federal, sute
or local instrumentality under the jurisdiction of the United States for
a record to be used for a civil or criminal law enforcement activity,
authorized by law, such record shall be disclosed to such agency or
instrumentality provided ACTION receives a written request from
the head of such agency or instrumentality specifying the particular
portion of the record desired and the law enforcement activity for
which the record is sought.
3. A record may be disclosed as a routine use to designated officers
and employees of other agencies and departments of the Federal
government having an interest in the individual for employment
purposes including the hiring or retention of any employee, the
issuance of a security clearance, the letting of a contract, or the
issuance of Ucense, grant or other benefit by the requesting agency,
to the extent that the information is relevant and necessary to the
requesting agency’s decision on the matter involved, provided how¬
ever, that other than information furnished for the issuance of author¬
ized security clearances, information divulged hereunder as to full¬
time volunteers under Title I of the Domestic Volunteer Service Act
of 1973 (42 U.S.C. 4951) or the Peace Corps Act (22 U.S.C. 2501)
shall be limited to the provision of dates of service and a standard
descripion of service as heretofore provided by the Agency.
4. A record may be disclosed as a routine use in the course of
presenting evidence to a court, magistrate or administrative tribunal
of appropriate jurisdiction and such disclosure shall include disclo¬
sures to opposing counsel in the course of settlement negotiation.
5. A record may be disclosed as a routine use to a member of
Congress submitting a request involving an individual who is a con¬
stituent of such member who has requested assistance from the
member with respect to the subject matter of the record.
6. Information from certain systems of records especially those
relating to applicants for Federal employment or volunteer service
may be disclo^ as a routine use to designated officers and employ¬
ees of other agencies of the Federal government for the purpose of
obtaining information as to suitability, qualifications and loyalty to
the United States government.
7. Information from records systems may be disclosed to any
source from which information is requested in the course of an
investigation to the extent necessary to identify the individual, inform
the source of the nature and purpose of the investigation, and to
identify the type of information requested.
8. Information in any system may be used as a data source, for
management information, for the production of summary descriptive
statistics and analytical studies in support of the function for which
the records are collected and maintained, or for related personnel
management functions or manpower studies. Information may also be
disclosed to respond to general request for statistic^ information
(without person^ identification of individuals) under the Freedom of
Federal Register / Vol. 44, No. 188 / Wednesday. September 26,1979 / Notices
55491
Information Act or the Privacy Act or to locate speciflc individuak
for personnel research or other personnel management functions.
9. Information in any system of records may be disclosed to a
Congressional office, in response to an inquiry from any such office,
made at the request of the individual to whom the record pertains.
10. A record from any system of records may be disclo^ as a
routine use to the National Archives and Records Service, General
Services Administration in records management inspections conduct¬
ed under authority of 44 U.S.C. 2904 and 2906.
Exemption of Disclosure—National Defense and Foreign Policy
Matters—Certain systems of records covered by the Act and main¬
tained by the Agency may from time to time contain materials
subject to spwific exemptions authorized by S U.S.C. SS2a(kXl)
relating to national defense and foreign policy materials. Such materi¬
als, as an example, might consist of classing cables or other docu¬
ments properly classing under Executive Order. The Agency main¬
tains the right to exempt such materials from disclosure wherever
they might appear in such systems of records, but only to the extent
necessary to protect such,material as required by Executive Order
and various statutes in the interest of national defense and foreign
policy.
Partial Exemption of Medical/Psychiatric Information—Certain
systems of records maintained by the Agency contain medical/psy¬
chiatric information, the disclosure of which might harm an individu¬
al if disclosed directly to him or her. As to such records, if in the
sole Judgment of appropriate officials of the Agency such disclosure
could have an adverse effect upon an individual under the provisions
of S U.S.C. S52a(fX3), disclosure may be limited to a physician
chosen by the requesting individual or his or her authorize repre¬
sentative.
Location of Regional Offices
The Agency maintains ten Regional Offices and five Service Cen¬
ters in which certain systems, or parts of systems are maintained. The
Agency also maintains state offices under the jurisdiction of the
Regional Offices and area and sub-area offices under the jurisdiction
of the Service Centers. The Regional Offices and Service Centers,
their addresses, ana the States within their respective jurisdictions are
listed below. In the event of any doubt as to whether a record is
maintained in a Regional Office, a query may be directed to the
Director, Administrative Services Division, ACTION, Washington,
D.C. 2052S, who shall furnish all assistance necessary to locate a
specific record.
ACTION Region I, John W. McCormack Federal Bldg., Room
1420, Boston, Massachusetts 02109 (Massachusetts, Maine, New
Hampshire, Vermont, Rhode Island and Connecticut).
ACTION Region II, 26 Federal Plaza, 16th Floor, Suite 1611,
New York, New York 10007 (New York, New Jersey, Puerto Rico
and Virgin Islands).
ACTION Region III, U.S. Customs House, Room 112, 2nd and
Chestnut Street, Philadelphia, Pennsylvania 19106 (Pennsylvania,
Maryland, District of Columbia, Delaware, Virginia and West Vir¬
ginia).
ACTION Region IV. 101 Marietta Street. N.W.. Room 2524,
Atlanta, Georgia 30323 (Alabama, Florida, Georgia, Kentucky, Mis¬
sissippi, North Carolina, South Carolina and Tennessee).
ACTION Region V, 1 North Wacker Drive, 3rd Floor, Room
322, Chicago, Illinois 60606 (Illinois, Indiana, Michigan, Minnesota,
Ohio and Wisconsin).
ACTION Region VI, Corrigan Tower Building, Suite 1600, 212
No. St. Paul Street, Dallas, Texas 75201 (Arkansas, Louisiana, New
Mexico, Oklahoma and Texas).
ACTION Re^on VII, II Gateway Center, Room 330, 4th and
State, Kansas City, Kansas 66101 (Iowa, Kansas, Missouri and Ne¬
braska).
ACTION Region VIII, 1845 Sherman Street, Columbine Bldg.
Room 201, Denver, Colorado 80203 (Colorado, Wyoming, Montana,
North Dakota, South Dakota and Utah).
ACTION Region IX. 211 Main Street, 5th Floor, Room 533, San
Francisco, California 94105 (Arizona, California, Hawaii and
Nevada).
ACTION Region X, 1601 Second Avenue, Seattle, Washington
98101 (Alaska, Idaho, Oregon and Washington).
ACTION Recruitment and Placement ^rvice Centers;
New York Service Center, ACTION 26 Federal Plaza, Room
1605, New York, New York 10007 (Massachusetts, Maine, New
Hampshire, Vermont, Rhode Island, New York and Puerto Rico).
Atlanta Service Cimter, ACTION, 101 Marietta Street, N. W.,
Room 2515, Atlanta, Georgia 30303 (Georgia, District of Columbia,
Maryland, Virginia, West Virginia, Alabama, Florida, Mississippi,
North Carolina, South Carolina, Kentucky, Tennessee, Pennsylvania
and Delaware).
Chicago Service Center, ACTION, 1 North Wacker Drive, Room
322, Chicago, Illinois 60606 (Chicago, Michigan, Kansas, Missouri,
Minnesota and Wisconsin).
Dallas Service Center, ACTION, 212 N. St. Paul Street, Suite
1620, Dallas, Texas 75201 (Texas, Louisiana, Arkansas, Oklahoma,
New Mexico, Montana, Norffi Dakota, South Dakota, Wyoming and
Utah).
San Francisco Service Center, ACTION, 211 Main Street, 5th
Floor, San Francisco, California 94105 (California, Arizona, Hawaii,
Washington, Alaska, Idaho and Oregon).
NOnnCATION
Individuals may inquire as to whether any system contains infor¬
mation pertaining to them by addressing tiie System Manager in
writing. Such request should include the name and address of the
I individual, his or her social security number, and any relevant data
concerning the information sought. Where possible, the place of
assignment or employment, etc. In case of any doubt as to which
system contains a record interested individuals may contact the Di¬
rector, Administrative Services Division, ACTION, Washington,
D.C. 20525, who has overall supervision of records systems and who
will provide assistance in locating and/or identifying appropriate
systems.
ACCESS AND CONTEST
In response to a written request by an individual the appropriate
System Manager shall arrange for access to the requested record or
advise the requester if no such record exists. If an individual wishes
to contest the content of any record, he or she may do so by
addressing a written request to the Director, Administrative Services
Division, ACTION, 806 Connecticut Avenue, N. W., Washington,
D.C. 20525. The Director shall provide all necessary information
regarding such contest and appeal.
Alphabetical Listing of Systems of Records in Effect on September
18 , 1979 .
Accounts Receivable (collection of Debts Records and Claims
Record)
ACTION Employees Occupation Injury and Illness Reports
ACTION Information Gathering System
ACTION Travel FUes
ACTION Staff Applicant and Employee Records
ACTION Volunteer Applicant and Service Records System
Congressional Files System
Cor tractors and Consultants Records
Disc.rimination Complaint File
Domestic and International Volunteer Security Files
Domestic Volunteer Appeal File
Employee Pay and Leave Records
Employee Travel File
Employee Unofficial Personnel Files
Former Volunteer/Staff Resource Record
Legal Files-Staff and Applicants
Outplacement Counseling Talent Bank
Overseas Staff Personnel Records
Overseas Staff Correspondence Files
Peace Corps Property Records
Peace Corps Volunteer Authorized Storage File
Personal Simrvices Contracts Records
Regional Peace Corps Personnel Records
Staff and Volunteer Household Storage File
Talent Bank
Travel Authorization File
Voucher Payment Record and Schedules of Payments File
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Federal Register / Vol. 44, No. 188 / Wednesday, September 26,1979 / Notices
ACnON/l
System luune: ACTION Staff Applicant and Employee Reoofds,
ACTION/1
System location; ACTION, Personnel Management Division, 806
Connecticut Avenue, N.W., Washington, DC 20525.
Categories of indiridoals covered by the system: Current md former
employees, applicams; any individual involved in a grievance or
grievance appeal or who has filed a complaint with the Dep^ment
of Labor, , Federal Labor Relations Council, Federal Mediation and
Conciliation &rvice, or similiar organization; and individuals consid¬
ered for access to classified information or restricted areas and/or
security determinations as contractors, employees of contractors, ex¬
perts, instructors, and consultants to Federal programs.
Categoric of records in the system: (l)The staff security files con¬
tain investigative information regarding an individu^’s character,
conduct, behavior in the community where he or she lives; loyalty to
the U.S. Government; arrests and convictions for any violations
against the law; reports or interviews with former supCTvisors; co¬
workers, associates, educators, etc., reports about the qualifications of
an individual for a specific position; reports of inquiries with law
enforcement agencies; former employers, educational institutions at¬
tended; and other similar information developed from the above. (2)
The Grievance, Appeal and Arbitration files contain copies of peti¬
tions, complaints, charges, responses, rebuttals, evidential^ m^riab,
briefs, affi^vits, statements, records of bearings and dedsions or
findings of fact with respect thereto and incidental correspondence
regardng complaints and appeals with reflect to grievances and
arbitration matters. (3) The Employees Indebtedness files contain
records which are primarily correspondence regarding alleged in¬
debtedness of ACTION employees, including employees’ response
the agency's response to the employee and/or cr^itor and adminis¬
trative correspondence and records relating to agency assistance to
the employee in resolving the indebtedness, if ^propriate. (4) The
Employee Reemployment and Repromotion Priority Consideratiem
flies contain a listing on a person’s name and the positions be or she
was considered for, dates of consideration and a copy of the individ¬
ual’s latest Standard Form 171 and performance ev^uation. (5) The
Performance Evaluation flies consist of the annual performance eval¬
uations of employee performance prepared by supervisors and re¬
viewed by supervisory reviewing officials, together with comments,
if any, by the employees evaluated. (6) The Management-Union
Records system consists of automated data printouts showing an
employee’s name, grade, series, title, organizational entity and other
associated data which determines his or her inclusion or exclusion
from the bargaining unit under the existing union contract. The
record also contains a printout showing the amount of dues withheld
from each employee who has authorized such withholding, and other
related data. (7) The Personnel Management system is a computer-
based record which includes data relating to tenure, boieflts eligflhy,
whether former volunteer, end of tour dates, awards, etc., and other
data needed by Personnel and agency managers which is used for
management purposes. (8) The Inactive Service Record Card con¬
tains a record of personnel actions made during employment, for¬
warding address, reason for leaving, social security number, date of
birth, tenure, information and disposition of the official personnel
folder.
Authority for maintenance of the system: The Peace Corps Act, 22
u s e. 2501 ET Seq., the Domestic Volunteer Service Act of 1973,
42 U.S.C. 4951 Et ^q., provisions of the Federal Personnel Manual,
the Foreign Affairs Manual, Executive Orders concerning manage¬
ment relations with employment organizations ane Executive Order
10450 and various acts of Congress relating to personnel investiga¬
tions authorizing the same by the Civil Service Commission wl^h
responsibility can, under Civil Service regulations and law, be dele¬
gated in whole or in part to agencies.
Routine uses of records maintained in tiie system, indndiag catego¬
ries of users and the purposes of such uses: As indicated below the
subsystems incorporate all or some of our published routing uses. (1)
Smff Security flies—in addition to our general routine uses may be
disclosed to the OPM as part of the central personnel investigation
records system. (2) Grievance, Appeal and Arbitration Records and
Files—in addition to our general routine uses may be disclosed and
used; (a) To the OPM; he Merit System Protection Board; and the
Office of Special Counsel, MSPB, on request in conjunction with any
appeal or in conjuention with its offleial duties woth regard to
personnel matters and investigation regarding complaints of Federal
employees and applicants, (b) To designate hearing examiners, arbi¬
trators and third-part appellate authorities involved in the hearing or
appeal procedures. (3) Employees Indebtedness Records and flies—
may be released under our routme uses numbers I, 2 and 3 except
that under routine use number 1 records may be released only to an
appropriate Federal agency and the records may also be referred to a
court of law and before an administrative board of hearing to matters
related probation and porale. (4) Employee Reemployment and Re¬
promotion Priority Consideration Records and Files—in addition to
our general routine uses may be disclosed to (a) the OPM as part of
the OPM personnel management evaluation system and (b) to the
OPM for i^ormation concerning the reemployment and repromotion
rights of individuals covered under the OPM system. (5) Perform¬
ance Evaluation files—in addition to our general routine uses may be
disclosed to the OPM in connection with any request for information
or inquiry as to Federal personnel regulations. (6) Management-
Union Records—in addition to the general routine uses may be
disclosed and used for the following (a) to the ACTION employees
union for maintanence of its records with respect to dues and inclu¬
sion in the bargaining, (b) to the Treasury Department for prepara¬
tion of payroll chec^ with appropriate withholding of dues, (c) to
the OPM for union related reporting in the area of management/
labor relations. (7) Personnel Management Information System—is
used by agency officials for day to day work processing; statistical
reports without personal identiflers and for in-house reports relating
to man^ement. Information contained in this record is reflected in
the individual’s official personnel folder. (8) Inactive Service Record
Card File—is used by personnel staff to ve^y service and for day to
day work information.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in die system:
Storage: Records are maintained in file Adders, magnetic tape, bsts
or looseieaf binders and are stored in metal file cabin^ with a three-
way combination lock and/or secured rooms with access limited to
those employees whose official duties require access.
Retrievability: Records are indexed by name, social security
number or employee number.
Safeguards: Records are generally available to ACTION employ¬
ees having a need for such records in the performance of their duties.
Generally the security flies are available only to personnel of the
Security office or to agency office heads or other agmicy security
personnel and such personnel must have an appropriate security
clearance.
Retention and disposal: After termination, death or retirement or
consideration of an applicant the Staff Security files are kept in the
security office three years and then retired to a Federal Records
Center for 27 years and then destroyed. The Grievances, Appeals
and Arbitration flies are retained indefinitely in the Perscmnel Man¬
agement Division. The Employee Indebtedness files are destroyed on
a bi-annual basis or when the problem is resolved. The Employee
Reemployment and Repromotion Priority Consideration files are re¬
tained according to length of reemployment or repromotion eligibil¬
ity. The Performance Evaluation Files are retained one year or until
superseded. The Personnel Management Information system records '^
and the inaevtive Employee Service Record Cards are kept indefi¬
nitely in the Personnel Management Division. The Management-
Union Lists are retained until superseded by a corrected or updated
list.
System mani^eKs) and address: The Director of Personnel has
overall responsibility for records covered by this system. Personnel
branch chiefs are responsible for the subsystems as follows: (a) Staff
Security Files—Chief, Employee Security Branch; (b) Grievance,
Appeal and Arbitration; Employee Indebtedness Files; and Manage¬
ment-Union Records—Chief, Labor and Employee Relations Branch;
(c) Performance Evaluation File; Employee Reemployment and Re¬
promotion Priority Consideration File; Personnel Management Infor¬
mation System and the Inactive Employee Record Service File—
Chief, Personnel Staffmg Branch.
The address for all systems is ACTION, Personnel Management
Division, 806 Connecticut Avenue, N.W., Washington, D.C. 20525.
Notifleation procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures’’.
Record source categories: From the individual, the official person¬
nel folder, statistical and other information developed by the Person¬
nel Management Division staff, such as end of tour dates, arrival of
post dates and within class increase due dates; agency supervisors
and reviewing officials, individual employee fiscal and payroll rec¬
ords, alleged creditors of employees, witnesses to any occurances
giving rise to a grievance, appeal or other action, bearing records
Federal Register / Vol. 44, No. 188 / Wednesday, September 26,1979 / Notices
55493
and affidavits and other documents used or usable in connection with
grievance, Vpcal and arbitration hearings, and information contained
in the Stafr Security files was obtain^ from (a) applciations and
other personnel and security forms furnished by the individual, (b)
investigative material furnished by other Federal agencies, (c) by
personal investigation or written inquiry from such associate^ police
departments, courts, credt bureaus, m^ical records, probation offi¬
cios, prison officials, and other such sources as may be developed
from the above, and (e) from the individual.
ACnON/2
System name: ACTION Volunteer Applicant and Service Records
System. ACnON/2.
System location: This system is made up of subsystems which are
located agencywide at ACTION offices. These locations are (a)
ACTION HeOlquarters, (b) all ten Domestic and Regional State
Offices; (c) all five Service Center offices, area and sub-area Recruit¬
ment offices; and (d) each Peace Corps overseas pro^am office.
There is at present an excess of 60 such overseas ofHtxs and this
number fluctuates as programs are added or withdrawn. Specific
addresses will be provid^ upon request to the Director of the
Administrative Services Division. Any particular country in which
Peace Corps maintains a program may be addressed by writing to the
Country Director, Peace Corps, c/o The American Embassy in the
country.
Categories of indiriduals covered by the system: Current and former
ACTION full-time volunteer^ trainees and arolicants for volunteer
service in the Peace Corps, including Peace ^rps United Nations
Volunteers, or in one of ACTION’S full-time Domestic Operations
programs including Volunteers in Service to America (VISTA), Uni¬
versity Year for ACTION (UYA), ACTION Cooperative Volunteers
(ACV), Program for Local Service (PLS), and Volunteers in Justice
(VU). A record may exist in a subsystem depending on whether a
record was establish^ as part of the applciation, placement, selection
and services process. Normally, an applicant record will exist for all
applicants and a service record will exist for all trainees and volun¬
teers.
Categories of records in the system: This major system tcovers a
number of temporary and permanent records established during the
applicant, plac^ent, selection and service stages. Most information
maintained in this system is furnished by the individual. Generally,
the individual is also aware of any necessary investigations being
conducted and is either counselled or authorizes such investigations.
As the record progresses through the subsystems, an applicant, medi¬
cal, volunteer service, legal or special services file may be estab¬
lished. These records are explain^ in detail in the following para¬
graphs. At the processing and program support desk levels tempo¬
rary day to day sets of records may be us^ or set up to speed up
work process. This information u^ at the desk level is usually
information extracted from the main file or is a duplicate of informa¬
tion contained in the main file and is utilized only as long as needed
for a particular decision, project or period of services. Upon comple¬
tion of the use of such records they are destroyed or, if a permanent
document or record, are forwarded to the ACTION Records Center
for consolidation, retirement or ultimate destruction.
(1) Volunteer Application Folder and Computer Based Record:
This record contains froms related to the application process such as
the application, references, invitation to training and other trainee
enrollment forms, correspondence relating to the application, copies
of other application documents, such as Peace Corps background
investigation form, evaluator-recruiter interview forms. Information
is extracted from the hard copy to create a computer record which is
used to track progress, issue labels for correspondence to the appli¬
cant and.account for the establishment, retirement and ultimate de¬
struction of the individual record. Statistical information, without
personal identifiers, is used from the computer record.
(2) Trainee and Volunteer Service and Pay Folder and Computer
based record: This record contains correspondence, forms related to
pay allowances, travel and service such as, the Oath, designation of
beneficiary, address, social security number, duty station, next of kin,
trainee registration form, serivce and termination documents. Infor¬
mation is coded from hard copy documents to create a record for
pay and verification of service purposes.
(3) Medical Folder: The medical record contains medical examina¬
tion forms and fitness for duty reports, medical claims, correspond¬
ence and cables, medical histories, payment records, record of the
consulting physician, treatment, hospilization and disposition of the
case. History of psychiatric or psychological treatment.
(4) Legal Folder: These records contain a record of any legal
matter anecting volunteers or applicants. Includes grievances, ap¬
peals, claims litigation, legal queries from volunteers/ applicants and
answers, and any other matter involving contact between a volun¬
teer/applicant and the Office of the General Counsel.
(5) Special Services Folder: This record is set up to cover any •
unusual or extraordinary action or circumstance happening during
service or causing the termination of the volunteer or trainee. These
records contain details of extensions, transfers, reenrollments, rein¬
statements, death or termination. Details include name, country of
assignment, program number, dates of the action, supportive doocu-
mentation. Supportive documentation would include termination re¬
ports, staff recommendations, cables, financial information, travel ar¬
rangements and medical clearance. Death cases may also include
autopsy report, documentation of account of the death, designation
of beneficiary, police report, death certificate, correspondence related
to final arrangements, money payments and other financial matters.
(6) Overseas Post Service and Medical Records: Contain corre¬
spondence and forms relating to in country service such as, records
of all payments or accrued credit to volunteers and trainees, ad¬
vances or other items due to the government from volunteers or
traineees, monthly living allowances, leave allowance^ settling in
allowances, property assignments. The medical record is maintained
at post by the Peace Co^ Health official. It contains the entrance
physical and dental examination records and record of treatment
received while in Peace Coips.
(7) Headquarters International Operations Region Correspondence
Files; These files contain copies and originals of correspondence to
and from the volunteers or trainees regarding project activities.
(8) United Nations Volunteers Records: These records contain
applications, correspondence related to the applicant/placement proc¬
ess, other records connected with the application, traming and place¬
ment of persons wishing to serve or serving as United Nations
Volunteers. For short periodi of time references furnished by the
applicant may be kept in the file but they are transferred to the
ACTION Office of Recruitment which has the responsibility for the
selection process. Similarly, medical history forms are collected but
are immediately forwarded to the United Nations or Health Services
Division of ACTION. Upon the end of serivce or inactivation of the
record they are forwarded to the ACTION Records Center for
combining and retirement as regular Peace Corps records.
Authority for maintenance of the system: The Domestic Volunteer
Service Act of 1973, 42 U.S.C. 4951 et scq.. The Peace Corps Act,
22 U.S.C. 2501 et seq., and The Budget and Accounting Act of 1950.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: The contents of these flies
and records may be disclosed and used as follows:
(a) As stated in our general routine uses unless sepciflcally stated
otherwise under this hewing.
(b) To the Domestic Volunteer’s sponsor concerning placement,
performance, support and related matters.
(c) To Peace Corps Volunteer host country officials to obtain
visas, inform of pending arrival of the trainee/volunteer and for
review of their qualifications for the program.
(d) To the trainee/volunteer’s family or next of kin so that he or
she may be located in case of emergency.
(e) To the Social Security Administration for crediting of social
security accounts and reporting withholdings.
(0 To the Internal Revenue Service to report on taxes paid and for
income tax purposes.
(g) To F^eral agencies having a need to verify volunteer eligibil¬
ity for Federal employment under provisions of Executive Order
11103.
(h) To the Treasury Department for purposes of issuing payroll
checks, readjustment allowance checks or to report overpayments.
(i) For Peace Coprs volunteers, ao appropriate overseas U.S. Gov¬
ernment agencies for monthly payroll preparation.
(j) To verify active or former volunteer service.
(k) Regarding the legal record: Information contained in the legal
file is not routinely disclosed outside the agency except in the follow¬
ing circumstances: 1. To the Department of Justice in conjunction
with litigation or potential litigation in situations in which the De¬
partment may be called upon to provide representation to the
Agency. 2. In circumstances set forth in paragraphs 1, 2, 7 and 10 of
our general routine uses.
(l) Regarding the United Nations Volunteer records: In addition to
our general routine uses the contents of these records and flies may
be disclosed and used as follows; 1. To designated officers and
employees of the United Nations having a responsibility for the
selection and placement of U.N. Volunteers. 2. To officials of a
proposed host country desiring the assignment or placement of U.N.
volunteers.
(m) Regarding Medical records; In addition to our general routine
uses the medk^ records and flies may be disclos^ or used as
55494
Federal Register / Vol. 44, No. 188 / Wednesday, September 26,1979 / Notices
follows ; I. To the contractor under the ACTION Health Policy, for
purposes of adjudication of volunteer claims. 2. To the Office of
Workers Compensation, U.S Department of Labor in connection
with fJaims under the Federal Employee’s Compensation Act. 3. To
a physician or other medical personnel treating or involved in the
medical treatment and/or care of an applicant, umnee or volunteer
and having a need for such records for the provision of ^ medic^
treatment or care. In situations where it is practicable the i^ividual’s
consent will be obtained before releasing such information. 4 . To
psychiatrists or clinical psychologists when necessary for treatment
To the extent practicable disclosure will not be n^e without ap¬
proval of the individual. The existence of psychiatric or psychologi¬
es reoerds but not their contents may be disclosed to designated
officers and employees of other agencies and depanments of the
Federal government and the District of Columbia government
having an interest in an individual for employment purposes includ¬
ing a security clearance or access determination. S. In death cases to
notify designated life and/or personal property insurance companies
to obtain payment of insurance benefits; to notify the Office of the
Vice-President for the preparation of condolence letters; to the De¬
partment of Labor, Office of Federal Employee’s Compensation; to
the family and next of kin; and for Peace Corps Volunteers, the
Department of State.
Policies and practices for storing, retricTing, accessing, retaining, and
disposing of records in the system:
Storage: Files or records are maintained in folders, log books,
cards, magnetic tape or disc packs with tape backup and are filed iii
metal filing cabinets with an manipulation proof combination lock or
in a room with a combination lock in the door, or in a locked room
when not in use.
Retriembili^’: The majority of the subsystem records are retriev¬
able alphabetically by the last name. A few are retrievable by the
social security number; by subject headings but access may be gained
by reference to an alphabetical name index; or by alphabetical order
by country of assignment.
Safeguards: Records are generally available only to ACTION em¬
ployees with specifically assigned duties which requires working
with the records on a day to day basis. They are available to other
ACTION employees having the need for such records in the per¬
formance of their official duties. Personnel screening is employeed to
prevent unauthorized disclosure.
Retention and disposal: Most volunteer records are kept no longer
than seven years. The E>omestic Operations Full-Time Volunteer
Census Master File, the Domestic Operations Volunteer Status
Change Card and Peace Corps Personnel and Payroll Computer
Record and the Peace Corps Description of Service records are kept
permanently. The legal files are kept 27 years. The medical records
are kept for 2S years. Applications rejected immediately are de¬
stroyed in six months. Applications, including any medical records,
rejected before enrollment as a volunteer are destroyed in one year.
System managerts) and address: As the record flows from one state
to another, or if a record is established for a specific purpose, the
system manager is the agency official responsible for the particular
function. If an individual is in doubt as to whom to contact, he or
she should contact the Director, Administrative Services Divmon.
The subsystem managers are:
a. The five ACTION Service Center Managers located as the New
York Service Center; Atlanta Service Center; Chicago Service
Center; Dallas Service Center and the San Francisco Service Center.
b. The Administrative Officers for the ten Domestic Operations
Regional offices.
The following officers are located at ACTION, 806 Connecticut
Avenue, N.W., Washington, D.C., 20S2S.
c. The Chief, Peace ^rps Placement Branch.
d. The Chief, Health Benefits and Analysis Branch.
e. The Chief, Medical Screening and Services Branch.
f. The Chief, Medical Operations Branch.
g. The Chief, Domestic Volunteer Payroll Section.
h. The Director, Planning and Evaluation Division.
i. The General ^unsel.
j. The Chief, Peace Corps Support Services Branch.
k. The Chief, ACTION Records Center.
l. The Chief, Special Services Branch.
m. The Director, Office of Multilateral and Special Programs.
n. Peace Corps Country Desk Officers.
The following officers can be conucted at the post of asrignmwat;
o. Peace Corps Country Directors Overseas.
p. Peace Corps Medical Officers Overseas.
Notifkadou procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Coutestiag record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Information is obtai ned from the individ¬
ual; sources whom the individual has named; ACTION employees or
other volunteer/trainees; medical personnd who have examined or
treated a volimteer or applicant or his or her records; medical con¬
tractors; U.S. Government investimitive agencies, including the
Office of Personnel Management; The Merit Systems Protection
Board and its Special Counsel; The Federal LatxH’ Relations Authori¬
ty; and local law enforcement officials; Peace Corps Host Country
Nationals; Peace Corps Country American Embassy and Consulates,
United Nations Staff; and job siqiervisors.
ACnON/LGA—1
System name: Congressional Files System—ACTION/LGA
System location: Office of Legislative and Intergovernmental Af¬
fairs/ACTION, 806 Connecticut Avenue, NW., Washington, D.C.
20525.
Categories of individuals covered by the system: Members of Con¬
gress.
Categories of records in the eystem: The records in this system
consist of bio-data, voting records, ACTION programs in members
districts or states, in dicat ions of program concerns of members of
Congress affecting ACTION, and copies of in coming and outgoing
correspondence ^ween personnel of ACTION ai^ members of
Congress
Authority for maintenance of the system: Peace Corps Act, 22
U.S.C. 2501 et seq. and Domestic Volunteer Service Act of 1973, 42
U.S.C. 4951 et seq.
Routine uses of records maintained in the system, tednding catego¬
ries of users and the purposes of such uses: Records in this system are
not subject to routine use outside the Agency except for routine use
number 10 in the preceding preliminary statement
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records fai the system:
Storage: Records in this system are maintained in file folders in
metal filing cabinets locked at the close of the business day in a
building having a 24-hour security guard.
RetrievabiUty: Records i n this system concerning members of com¬
mittees concerned with ACTION legislation are filed by Congres¬
sional committee and within each committee alphabetically; Conces¬
sional corre^iondence is filed alphabetically by last name of the
member.
Safeguards: Records in this system are generally available only to
personnel of ACTION having a need for such information in the
performance of their official duties as such.
Retention and disposal: Records in this system are maintained per¬
manently.
System manageKs) and address: Ass istant Director for Legislative
and Intergovernmental Affairs/ACTION, 806 Connecticut Avenue,
NW., Washington, D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as "Record Access Proce¬
dures”.
Record source categories: Information in system of record is ob¬
tained from the following category of sources: 1. The Congressional
Directory, Congressional Records, Congressional Quarterly, Periodi¬
cals and standard reference materials. 2. Members of Congress and
their staffs. 3. ACTION employees. 4. Newspaper and magazine
publications.
ACnON/AF—32
System name: ACTION Information Gathering System—ACTION/
AF-32.
System location: Office of Administrative Service/ACTION, 806
Connecticut Avenue NW., Washington, D.C 20525.
Categories of individuals covered by the system: (1) Persons serving
in, having served in, or who are served by programs initiated by
ACTION; (2) persons working with ACTION programs on a volun¬
teer basis, and (3) the general public, i.e., in co mmu nities and areas (i)
where ACTION programs are; (ii) where ACTION programs are
proposed; and (iii) nationwide for media impact studies, post-service
studies, etc.
Federal Register / Vol. 44, No. 188 / Wednesday, September 26,1979 / Notices
55495
Catetorict of records in the lyetem: The system will contain infor¬
mation necessary to provide statistical and analysis data in connection
with agency activities including volunteer projects. The agency an¬
ticipates during the next year studies in such aeas as: Recruitment,
impact of advertising campm^ or media on a given are^ public
awareness of proposed or existmg programs; program effect in partic¬
ular demographic areas; impact of volunteer service on individuals
after service; community awareness of program impact and vounteer
programs on private sector volunteensm, etc. Individuals will be
ask^ to complete a form and will be informed of the particulars of
the study, i.e., the specific purpoM of the study, who is conducting
the study, the use of the intormation they submit; who has access to
the records; provisions of the Privacy Act; the authority for collect¬
ing the data; the effect of nondisclosure; the particular study title and
the Privacy Act system of records identification number.
This information may include names and addresses, relationships to
a particular agency activity, age, race, education, ethnic background,
employment his tory , family size and age ^oups, marital status,
impact of an ACTION program on the individual or community,
type of service received, volunteer program interest area, effect of
advertising on the individual. Although it is impossible to foresee all
information which will be gathered tor study the agency anticipates
that such data may be collected. Subsystems of records may be set
up for relatively short periods of time during the information gather¬
ing stage. However, the overall responsibility for these subsystems
comes under the Administrative Services Division. Records will be
retained only as long as needed for the study but statistical data may
be retained after personal identifiers have bem removed.
Authority for maintenance of die system: The Domestic Volunteer
Service Act of 1973 (42 U.S.C. 4951, 5042 (13) and the Peace Corps
Act, as amended (22 U.S.C. 2501, et seq.)).
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: Data maintained in this
system shall be used to enable the agency to carry out its authorized
functions in connection with program and project evaluation as
stated in the statement of general routine uses published in the pre¬
liminary statement set forth in 42 FR No. 182 at page 47439 para¬
graph 8 * * * “Information in any system may be used as a data
source, for management information, for the prt^uction of summ^
descriptive statistics and analytical studies in support of the function
for which the records are collected and maintained, or for related
personnel management functions or manpower studies. Information
may also be disclosed to respond to general requests for statistical
information (without personal identification of individuals) under the
Freedom of Information Act or the Privacy Act or to locate specific
individuals for personnel research or other personnel management
functions.” Initially, the information will be furnished by the individ¬
ual to the ACTION staff personnel or personnel performing the
study on behalf of ACTION. Such records will be retained only as
long as required to complete the work.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: These files may be maintained in various fashions. Materi¬
al plac^ on computers shall be stored in disc packs with tape
backup. All files shall in any event be maintained and filed in rooms
or cabinets with manipulation proof combination locks which are not
in immediate use.
Retrievability: Files are retrievable through name or identifying
number.
Safeguards: Records in this system will be available only to appro¬
priate personnel, including staff or other individuals working on
ACTION’S behalf, having a need for such records in the perform¬
ance of their duties.
Retention and disposal: Records in this system shall be maintained
only so long as necessary to carry out the management survey or
other function for which they were collected and then shall either be
destroyed or the information may be stored after removal of all
personal identification.
System nianager(s) and address: Director, Administrative Services
Division, ACTION, 806 Connecticut Avenue NW., Washington,
D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Information will be obtained from the
individual or persons dealing with ACTION programs.
ACnON/AF/FVL—1
System name: Former VoIunteer/StafF Resource Record (AF/FVL-
»•
System location: ACTION, Office of Former Volunteer Liaison,
806 Connecticut Avenue NW., Washington, D.C. 20525.
Categories of individuals covered by tte system: All former staff and
volunteers.
Categories of records in the system: Individual former suff and
former volunteer files containing the following information about the
paiticular individual; name, current address; current home and busi¬
ness phone number, social security number; date of birth; next of kin
name and address; preservice, service, and post-service education,
emplo 3 ^ent and training experience; trade skills; language skills;
educational level; teaching experience; current interest m voluntary
service; type of volunteer/stw duty assignments and location of
assignments.
Authority for maintenance of the system: The Peace Corps Act, as
amended (22 U.S.C. 2501, et seq.); and the Domestic Volunteer
Service Act of 1973 (42 U.S.C. 4951),
Routine uses of records maintained in the system, including catego¬
ries of usm and the purposes of such uses: Information in this file v^l
be used by the ACTION agency to involve former staff and volun¬
teers with policy formation, program evaluation, recruitment, foreign
and domestic disaster relief, and to keep up-to-date addresses for
mailing publications and public affairs releases.
Policies aad practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained on magnetic discs and tapes which
are stored in a locked room when not in immediate use in a building
with a 24-hour guard.
. Retrievability: Records are indexed by categories such as skills,
social security number, and alphabetical order.
Safeguards: Records in the system are available only to appropriate
officials of ACTION with the need for access to such records for the
performance of their duties.
Retention and disposal: Records are begun following end of staff
and/or volunteer service and retained for the “life” of the volunteer/
staffer. These records have no present destruction data and are now
expected to be destroyed 50 years after establishment.
SyMem manageris) and address: Coordinator, Office of Former Vol¬
unteer Liaison, ACTION, 806 Connecticut Avenue NW., Washing¬
ton, D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Information supplied by former staff and
former volunteers.
Notification procedure: Individuals wishing to see information in
their records, inquire if this system of records contains information
about them, or contest/correct information should provide their
name, any former name, date of birth, social security number, dates
of service if known, location of service and type of volunteer (Peace
Corps or VISTA) or staff. Individuals should address their inquiries
to: Director, Administrative Services Division, Office of Administra¬
tion and Finance, ACTION, 806 Connecticut Avenue NW., Wash¬
ington, D.C. All inquiries should have “Privacy Act Request” noted
on the envelope.
ACnON/VCP/PMD—31
System name: Outplacement Counseling Talent Bank—ACTION
AF/PMD-31.
System location: Outplacement Counseling Unit, Office of Volun¬
tary Citizen Participation, 806 Connecticut Avenue NW., Washing¬
ton, D.C. 20525.
Categories of individuals covered by the system: Applicants for
employment with Federal, State and local government agencies and
for private-sector employment, all of whom have been ACTION
(Peace Corps or VISTA) Volunteers.
Categories of records in the system: These files contain copies of
resumes and applications for employment (SF-171) with Federal,
State and local government agencies and with private-sector employ¬
ers, and copies of correspondence to and from individuals in the
system and copies of correspondence relative to employment of those
individuals, and similar documents.
55496
Federal Register / Vol. 44, No. 188 / Wednesday, September 26,1979 / Notices
Authority for maintenance of the syatem: The Domestic Volunteer
Service Act of 1973, 42 U.S.C. 4951 et seq., and the Peace Corps
Act, Amended, 22 U:S.C. 2501 et seq.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: The contents of these
records and files may be disclosed and used as follows: To Federal,
State and local government agencies and to private-^tor employers
with regard to any applicant's eligibility and suitability for employ¬
ment. Other routine uses as stated in ACTION’S Preliminary state¬
ment published in FR Vol. 41, No. 238, Thursday, Dec. 9, 1976,
pages 53940 and 53941, and FR Vol. 42, No. 114, Tuesday, June 14,
1977, page 30412.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Stora^: Files are maintained in folders in metal file cabinets se¬
cured with three-way combination locks.
Retrievabiiity: Records are indexed in alphabetical order and by
skill code category.
Safeguards: All records are placed in combination-lock files when
not in use and are locked during non-business hours.
Retention and disposal: Records in files are updated annually. If the
subject of the file indicates a desire to remain in the system, the file is
maintained for another year. Otherwise, the file is destroyed by
burning or shredding.
System managerts) and address: Chief, Outplacement Counseling
Unit, OUCP, ACTION, 806 Connecticut Avenue NW,, Washington,
D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Information contained in the system is '
obtained from the following sources: applications, resumes and relat¬
ed personnel forms furnished by the individual.
ACnON/C—1
System name: Discrimination Complaint File
System location: Office of Compliance, ACTION, 806 Connecticut
Avenue, NW., Washington, D.C. 20525.
Categories of individuals covered by the system: Any employee or
applicant for employment who has filed a complaint of discrimination
against ACTION.
Categories of records in the system: Affidavits maintained concern¬
ing the following information: the complaint, correspondence related
to the complaint and copies of personnel records and information
how the complaint was resolved.
Authority for maintenance of the system: Executive Order 11478
and 5 CFR 713, 222.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: Contents of these records
and files may be disclosed and used as follows: a. To the Merit
Systems Protection Board and its Special Counsel for hearings and/
or administrative appeals on the complaint of discrimination; b. To
the Department of Justice in connection with any suits brought
against the agency for alleged discrimination, c. To the ^ual Em¬
ployment Opportunity Commission for advice and counsel within its
jurisdiction. Also, see preliminary statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintmn^ in folders in metal file cabinets with
manipulation proof combination locks when not in immediate use.
Retrievabiiity: Files are indexed alphabetically.
Safeguards: Records in the system are available only to appropriate
personnel in the Office of Equal Opportunity and other designate
officials of ACTION with a need of such records in the performance
of their duties.
Retention and disposal: Records are destroyed five years after the
close of the case.
Sj'stem managerts) and address: Director, Office of Compliance,
ACTION, 806 Connecticut Avenue, NW., Washington, D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice. >
Contesting record procedures: Same as "Record Access Proce¬
dures”.
Record source categories: Data in this system is obtained from the
following categories of sources: 1. Employees or applicants of
ACTION involved as complainants, witnesses, etc. in discrimination
coi^laints. 2. Reports of investigations and other materials prepared
by ^ual Employment Opportunity Officers, counsellors and investi¬
gators. 3. Copies of Agency documents relevant to any EO investiga¬
tion. R. Records of hearings on complaints.
ACIION/AF—2
System name: Travel Authorization File—ACTION/AF
System location: Fiscal Services Branch Administration and Fi¬
nance/ACTION, 806 Connecticut Avenue, NW, Washington, D.C.
20525
Categories of individuals covered by the system: Any ACTION
employee, volunteer or person invited to travel for ACTION.
Categories of records in the system: Files consist of copies of
obligati travel authorizations, travel vouchers, receipts, records of
payments, and other materials related to official travel.
Authority for maintenance of the system: The Domestic Volunteer
Service Act of 1973, 42 U.S.C. 4951 et seq. and the Peace Corps Act,
22 U.S.C. 2051 et s^.; The Budget and Accounting Act of 1921;
Accounting and Auditing Act of 1950; and the Federal Claim Collec¬
tion Act of 1966.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: Contents of these records
and files may be disclos^ and used as follows: a. To the Department
of Treasury which receives a copy of the travel voucher forwarded
with the Voucher and Schedule of Payment (SF-116) for forwarding
to the payee. Also, see preliminary statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in file folders in filing cabinets with
bar locks, key locks or manipulation proof combination locks when
not in immediate use.
Retrievabiiity: Files are indexed alphabetically by last name.
Safeguards: Records in the system are available only to apjpropriate
personnel, Fiscal Services Branch, and other appropriate onicials of
ACTION with the need for such records in the performance of their
duties.
Retention and disposal: Records are held for three years and retired
to the Federal Records Center in accordance with General Account¬
ing Office instructions.
System mai^er(s) and address: Chief, Fiscal Services Branch, Ac¬
counting Division, Administration and Finance/ACTION, 806 Con¬
necticut Avenue, NW., Washington, D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source calories: Data in this system is obtained from
forms submitted by individiuds engaging in official travel, and other
ACTION employees.
ACTION/AF—3
System name: ACTION Employees Occupational Injury and Illness
Reports—ACTION/AF
System location: Maintained at Headquarters, ACTION and all
ACTION Domestic Retional Offices and Peace Corps countries.
Categories of individuals covered by the system: ACTION employ¬
ees who have had job-related injuries or illnesses.
Categories of records in the system: Reports of occupational injuries
and illnesses and medical reports with respect thereto.
Authority for maintenance of the system: The Occupational Safety
and Health Act of 1970 Executive Order 11807.
Routine uses of records maintained in the system, including catego¬
ries of users and the purp<^ of snch uses: Occupational injury and
illness reports are maintained in order to provide data, including
statistical data required by the Occupational Safety and Health Ad¬
ministration, Department of Labor.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in folders in metal file cabinets with
manipulation proof combination lock.
Federal Register / Vol. 44, No. 188 / Wednesday, September 26,1979 / Notices
55497
Retrievability: Records are indexed in alphabetical order.
Safegnards: Records are available only to ACTION employees
having a need for such records in the performance of their official
duties.
Retention and disposal: Files in this system are retained for a period
of five years following the calendar year to which they are related
and then destroyed by burning or shredding in accordance with
standard procedures.
System managerts) and address: Chief, Health Benefits and Analysis
Branch, Health ^rvices Division, ACTION 806 Connecticut
Avenue, NW. Washington, D.C. 20S2S
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Information contained in the system is
obtained from the following categories of sources: Employees who
have suffered a work-relat^ illness or injury ACTION Supervisory
personnel.
ACnON/AF—9
System name: Domestic Volunteer Appeal File—ACTION/AF
System location: Labor and Employee Relations Branch Personnel
Management Division/ACTION 806 Connecticut Avenue, NW.,
Washington, D.C. 20525.
Categories of indiv iduals covered by the system: Persons serving as
volunteers in ACTION domestic full-time programs appealing any
action terminating such volunteer, or any action of the Agency
affecting such individual selected for volunteer service and any other
appealable matters affecting domestic volunteers and applicants.
Categories of records in the system: The records contain applica¬
tions or petitions relating to voluntters* appeals, including relies,
rebuttals, hearing records, documentary evidence, determinations and
records of resultmg actions.
Antliority for maintenance of the system: The Domestic Volunteer
Service Act of 1973, 42 U.S.C. 4951 et seq.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: The contents of these
records may be used and disclosed as follows: 1. In the event of any
indication of any violation or potential violation of the law, whether
civil, criminal, or regulatory in nature, and whether arising by statute
or regulation, rule or order issued pursuant thereto, the relevant
records in the system may be referred, as a routine use, to the
appropriate Federal agency charged with the responsibility of investi¬
gating or prosecuting such violation or charged with enforcing or
implementing the statute, rule, regulation or order issued pursuant
thereto. Such referral shall also include and be deemed to authorize,
(1) any and all appropriate and necessary uses of such records in a
court of law and before an administrative board or hearing, including
referrals related to probation and parole matters, and (2) such other
inter-agency referrals as may be necessary to carry out die receiving
agency’s assimed law enforcement duties, provided however, that in
the event of a request for records in thu system from a Federal
agency for a civil or criminal law enforcement activity, authorized
by law, the record shall be disclosed only upon written request
signed by the head of such agency or instrumentality specifying the
particular portion desired in the law enforcement activity for which
the record is sought. Also, see preliminary statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the systenu
Storage: Records are maintained in folders in metal file cabinets
with three-way combination locks.
Retrievability: Records are indexed in alphabetical order.
Safeguards: Records in the system are generally available only to
employees of the Agency having the ne^ for such records in the
peiformance of their duties.
Retention and disposal: Records in this system are maintained for 3
years and then retired to the Federal Records Center for disposition
in accordance with regulations.
System managerts) and address: Chief, Labor and Employee Rela¬
tions Branch Personnel Management Division/ACTION 806 Con¬
necticut Avenue, NW., Washington, D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in I
the Preliminary Statement above in this notice. j
Contesting record procedures: Same as “Record Access Proce- |
dures”. |
Record source categories: Information in this system is obtained
from the following sources: 1. ACTION employees. 2. Witnesses to
any occurence giving rise to a grievance, appeal or other action. 3.
Hearing records and affidavits and other documents used or usable in
connection with such hearings.
ACnON/AF—11
System name: ACTION Travel Files—ACTION/AF
System location: Chief, Travel and Transportation Division Office
of Administrative Services/ACTION 806 Connecticut Avenue, NW.,
Washington, D.C. 20525.
Categories of individuals covered by the system: Any ACTION
employees, volunteer, consultant, contractor or other individual who
travels on agency business.
Categories of records in tbe system: Records maintained contains
travel authorization itinerary Government Bills of lading, packing
letter and passport numbers which are included for overseas travel,
diplomatic, official and no-fee passports for staff, trainees and volun¬
teers; completed visa applications are temporarily held in files for
Peace Cor^ Trainees; and other travel related material.
Authority for maintenance of tbe system: The Domestic Volunteer
Service Act of 1973, 42 U.S.C. Section 4951 et seq.; the Peace Corps
Act, 22 U.S.C. Section 2501 et seq.; The Budget and Accounting Act
of 1921; the Accounting and Auditing Act of 1950; the Federal
Claim Collection Act of 1966.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: See Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in key locked cabinets.
Retrievability: Records are arranged alphabetically by name in
accord with categories, i.e., staff travel file. Peace Corps volunteer
travel file, Domotic Volunteer travel file, and consultants, experts
and invitational travel files, some records are maintained by country.
Safegnards: Records are available only to appropriate personnel.
Office of Travel and Transportation Division and other appropriate
officials of ACTION with need for such records for the perfrmance
of their duties.
Retention and disposal: Records in the system are maintained in the
Travel and Transportation Division of one year after the employee
leaves the agency and are then burned.
System managerts) and address: Chief, Trvel and Transportation
Division Office of Administrative Sevices ACTION, 806 Connecticut
Avenue, NW., Washington, D.C. 20525.
Notificatioa proeedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Information is obtained from the follow¬
ing categories of sources: individual travellers ACTION employees.
ACnON/AF—12
System name: Accounts Receivable (Collection of Debts Records and
Claims Record)—ACTION/AF
System location: Fiscal Services Branch/ACTION 806 Connecticut
Avenue, NW., Washington, D.C. 20525.
Categories of individuals covered by the system: Any person wheth¬
er vendor or volunteer, or employee of ACTION as well as former
volunteers and former employees allegedly erroneously overpaid by
ACTION.
Categories of records in the system: This system contains the fol¬
lowing categories of records: 1. Register of debts claimed. This
record consi sts of names and addresses of individuals who are indebt¬
ed to ACTION including the date of the debt, a claim number, the
amount of the debt, and the date the debt is paid if that has occurred.
2. Claim Record Card. This record consists of the same information
in shorter form as that contained in the Register. 3. File Folders.
This record consists of the initial billing, follow up letters for collec¬
tion of debt and related correspondence together with a copy of the
check or checks paying the debt if that has occurred.
Authority for maintenance of the system: The Peace Corps Act, 22
U.S.C. 2501 and the Domestic Volunteer Service Act of 1973, 42
55498
Federal Register / Vol. 44. No. 188 / Wednesday. September 26.1979 / Notices
U.S.C. 4951; The Budget and Account Act of 1950. In addition to
the above two Acts granting general powers of management to the
Director of ACTION there are additional Federal statutes requiring
and permitting the administrative settlement of claims by agencies.
Roudne uses of records maintained in the system, includli^ catego¬
ries of users and the purposes of such uses: Records in this system
may be disclosed in the following circumstances: To the General
Accounting OfTice (GAO) for cases of administrative en-or imount-
ing to over 500 dollars of overpayment and situations in which the
agency has been unable to collect such debt. Disclosure will also
occur in which the agency requests a waiver for error caused by
overpayment of salary in excess to 500 dollars. Also, see preliminary
statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in folders in metal file cabinets with
manipulation proof combination lock.
Retrievability: Records are indexed in alphabetical order.
Safeguards: These records are available only to officials of
ACTION having a need for such records in the performance of their
official duties and for the routine uses listed above.
Retention and disposal: These records are maintained until the
settlement of a claim and then retired to the Federal Record Center
to be destroyed in accord with their schedule of destruction.
System managerfs) and address: Chief, Fiscal Services Branch, Ac¬
counting Division/ACTION 806 Connecticut Avenue, NW., Wash¬
ington, D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Information contained in the system was
obtained from the following categories of sources: Domestic Retional
Offices Peace Corps Country Posts Headquarters Payroll Office Em¬
ployees of ACTION having knowledge of the facts.
ACnON/AF—16
System name: Voucher Payment Record and Schedules of Payments
FUe—ACTION/AF
System location: Fiscal Services Branch, Administration and Fi¬
nance, ACTION, 806 Connecticut Avenue, NW., Washington, D.C.
20525.
Categories of individuals covered by the system: Any current or
former ACTION, employee, volunteer or vendor.
Cat^ories of records In the system: The Voucher Payment Record
is a single index card form containing the following data: Invoice
number or date, amount paid, voucher and sch^ule number, grant,
contract or purchase order number and type of payment (advance,
partial or final). The Schedule of Payments FUe consists of the
invoice received, document authorizing the action to be taken such
as travel authorization or purchase order and the voucher making the
payment as well as the SF-1166 (Voucher and Schedule of Payments)
and SF-1081 (Voucher and Schedule of Withdrawals and Credits—
used in government only) and to which the other documents are
attached.
Authority for maintenance of the system: Domestic Volunteer Serv¬
ice Act of 1973, 42 U.S.C. 4951 et seq.; Peace Corps Act, 22 U.S.C.
2501 et seq.; Budget and Accounting Act of 1921 Accounting and
Auditing Act of 1950; and the Federal Claims Collection Act of
1966.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: The content of these
records may be disclos^ and used as follows: The Treasury Depart¬
ment receives the Schedule of Payment and a copy of voucher for
payment. Also, see preliminary statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Voucher Payment Records are stored in an index card
box placed in a metal file cabinet with bar locks, key locks or
manipulation proof combination locks when not in immediate use.
Schedule of Payment is stored in the same way.
Retrievability: Voucher Payment Record is indexed by last name
alphabetically. Schedule of Payments is Hied numerically by schedule
number.
SafeguardK Records in the system are available only to appropriate
p ersotm el. Fiscal Services Division, and other appropriate omcials of
ACTION with the need for such records in the performance of their
duties.
Retention and disposal: Records are held for three years and retired
to the Federal Records Center in accordance with General Account¬
ing Office instructions.
System managerfs) and address: Chief, Fiscal Services Branch, Ac¬
counting Division, Administration and Finance, ACTION, 806 Con¬
necticut Avenue, NW., Washington, D.C. 20525.
Notification procedure: See the Notiflcation paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Data is obtained from documents pro¬
vided by the individual or the vendor.
ACnON/AF—20
System name: Peace Corps Volunteer Authorized Storage File—
ACTION/AF
System location: Chief, Travel and Transportation Division, Office
of Administrative Services, ACTION, 806 Connecticut Avenue,
NW., Washington, D.C. 20525.
Categories of individuals covered by die system: Peace Corps volun¬
teers authorized to store household effects and personal belongings.
Categories of records in the system: Records contain copy of the
travel authorization for the volunteer and the household goods stor¬
age letter.
Authority for maintenance of the system: Section 5(n) of the Peace
Corps Act, 22 U.S.C. Section 2504(n).
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: See Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained on book shelves in loose leaf binders
in a locked room.
Retrievability: Records are arranged alphabetically by name.
Safeguards: Records in this system are available only to appropri¬
ate personnel. Office of T ravel and Transportation and other appro¬
priate officials of ACTION with a need for such records for the
performance of their duties.
Retention and disposal: Records in the system are maintained in the
Office of Travel and Transportation for two years after the Peace
Corps volunteers terminate and are then burned.
System manageKs) and address: Chief, Travel and Transportation
Division Office of Administrative Services/ACTION, 806 Connecti¬
cut Avenue, NW., Washington, D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Peace Corps Washington Staff ACTION
Overseas Peace Corps Mission Requesting Volunteers.
ACnON/AF—21
System name: Personal Service Contracts Records—ACTION/AF
System location: Chief, Procurement Branch, Contracts and Grants
Management Division/ACTION, 806 Connecticut Avenue, NW.,
Washmgton, D.C. 20525.
Categories of individuals covered by tiie system: Only those persons
contracted through the Headquarters Procurement Branch who have
served or are serving as a personal services contractor for the Peace
Corps abroad or in the United States are covered by thu system.
Calories of records in the system: The records maintained contain
the history of employment, including earning records, of individuals
hired as personal services contractors.
Authority for maintenance of the system: Section KXaX^) of the
Peace Corps Act, 22 U.S.C. 2509.
Routine uses of records maintained in the systen^ including catego¬
ries of users and the purposes of such uses: See Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Federal Register / Vol. 44. No. 188 / Wednesday, September 26,1979 / Notices
55499
. Storage: Files are maintained in folders in metal file cabinets with
manipulation proof combination locks when not in immediate use.
RetrieTability: Records are arranged by contract number.
Safeguards: Records in the system are available only to appropriate
personnel in the Contracts and Grants Management Division and
other appropriate officials of ACTION with the need for such rec¬
ords for the performance of their duties.
Retention and disposal: Records in the system are maintained in the
Contracts and Grants Management Division for one year after the
closing date of the contract and then sent to the Federal Records
Center where they are maintained for three yimrs and then destroyed
in accordance with regulations governing such destruction of Federal
Record Center records.
System manageris) and address: Chief, Procurement Branch, Con¬
tracts and Grants Management Division, ACTION, 806 Connecticut
Avenue, NW., Washington, D.C. 20S25.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Information contained in the system is
obtained from the following categories of sources: Individual con¬
tractors Peace Corps Overseas St^, Peace Corps Washington Staff.
ACnON/AF—22
System name: Talent Bank—ACTION/AF
System location: Personnel Management Division, Office of Ad¬
ministration and Finance; the Office of the Director and the Direc¬
tor, Peace Corps.
Categories of individuals covered by the system: Applicants for staff
employment with ACTION.
Categories of records in the system: These files contain copies of
applications for employment (SF-171), resumes submitted by'appli¬
cants, and other background information regarding qualifications of
the applicant for staff positions in ACTION.
Authority for maintenance of the system: The Domestic Volunteer
Service Act of 1973, 42 U.S.C. 4951 et seq. and the Peace Corps Act,
22 U.S.C. 2501 et seq.
Routine uses of records maintained in the system, including catego¬
ries of users and the purpo^ of such uses: The contents of these
records and files may be disclosed and used as follows: a. To the
Office of Personnel Management with regard to any question of
eligibility, suitability or qualifications of an applicant for employment,
b. To any source of which information is requested in the course of
an inquiry as to the qualifications of an applicant, to the extent
necessary to identify the individual, inform the source of the nature
and purpose of the inquiry, and to identify the type of information
requested. Also, see preliminary statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in folders in metal file cabinets with
three-way combination locks.
Retrievability: Records are indexed in alphabetical order.
Safeguards: Records are generally available only to employees with
ACTION with the need for such records in the performance of their
duties.
Retention and disposal: Records are destroyed when applications
are two years old. Applications which result in appointment are filed
in the Official Personnel Folder and are subsequently retired to the
Federal Records Center, St. Louis.
System managerfs) and address: The Administrative Assistant to the
Director and the Special Assistant for Country Director Recruitment
in the Peace Corps are system managers for non-career applications
until they are forwarded to the Personnel Management Division. The
Chief, Personnel Operations Branch is the system manager for all
other applications and for those non-career applications forwarded
from the Office of the Director and the Peace C^rps. All are located
at 806 Connecticut Avenue, NW., Washington, D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Information contained in the system was ■
obtained from Ae following categories of sources: Applications and
other personnel forms furnished by the individual. By oral or written
inquiriM from sources disclosed by the applicant such as: Employers
Schools References, etc.
ACnON/AF—23
System name: Staff and Volunteer Household Storage File—
ACTION/AF
System location: Office of Administration and Finance/ACTION,
806 Connecticut Avenue, NW., Washington, D.C. 20525.
Categories of individuals covered by the system: Any employee or
volunteer of ACTION whose furniture is authorized for storage.
Categories of records in the system: The records maintained contain
the following information: Travel authorization. A Xerox copy of the
invoice for payment. Record of partial payment form.
Authority for maintenance of the system: The Domestic Volunteer
Service Act of 1973, 42 U.S.C. 4951 et seq.; the Peace Coips Act, 22
U.S.C. 2501 et seq.; and the Budget and Accounting Act of 1950.
Routine uses of records maintained in the system, including catego¬
ries of users and the purpoM of such uses: The contents of these
records and files may be disclosed and used as follows: a. To the
Department of Treasury in connection with payment of invoice re¬
ceived from vendor, b. To the vendor in the event there is a descre-
pancy between its and ACTION records. Also, see preliminary state¬
ment.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in file folders in filing cabinets with
bar loclu, key locks, or manipulation proof combination locks when
not in immediate use.
Retrievability: Records are indexed in alphabetical order.
Safegiwds: Records in the system are available only to appropriate
persons in Administration and Finance and other appropriate officials
of ACTION with the need for such records for the performance of
their duties.
Retention and disposal: Records are retained for two years after a
volunteer’s or employee’s termination (including retirement) and re¬
tired to the Federd Records Center.
System uuu^eKs) and address: Chief, Fiscal Services Branch, Ac¬
counting Division, Administration and Finance/ACTION 806 Con¬
necticut Avenue, NW., Washington, D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procednres: Same as “Record Access Proce¬
dures”.
Record source categories: Administration and Finance, Fiscal Serv¬
ices Branch, Travel Orders, Vendors Invoices.
ACnON/AF—26
System name: Domestic and International Volunteer Security Files—
ACTION/AF
System location: Employee Security Branch Personnel Manage¬
ment Division/ACTION 806 Connecticut Avenue, NW., Washing¬
ton, D.C. 20525.
Categories of individuals covered by the system: Peace Corps volim-
teers and volunteer applicants. Volunteers serving in full-time domes¬
tic volunteer programs under Title I of the Domestic Volunteer
Service Act of 1973 including service in such programs as VISTA,
UYA, PLS, etc., and applicants for such service.
Categories of records in the system: These records contain investi¬
gative information regvding an individual’s character, conduct,
qualifications and integrity and reputation in the community where
he or she lives, including records of arrest and convictions for any
violations against the law, reports and recommendations from former
supervisors, co-workers, friends, educators, etc.; reports of inquiries
with law enforcement agencies, former employers, educational insti¬
tutions attended, and other information developed from the above.
Authority for maintenance of the system: The Domestic Volunteer
Service Act of 1973, 42 U.S.C. 4951 et seq. and the Peace Corps Act,
22 U.S.C. 2501 et seq.
Routine uses of records maintained in die system, including catego¬
ries of users and the pnrpoM of such nses: The contents of these
records and files may be disclosed and used as follows: a. To the
Office of Personnel Management as a part of the central OPM
Federal Register / Vol. 44, No. 188 / Wednesday, September 26,1979 / Notices
posonnel investigation records system. Also, see preliminary state¬
ment.
PoHciea and practices for storing, retriering, accessing, retaining, and
di^oeiag of records in tke system:
Storage: Files are maintained in folders in metal file cabinets with
three-way combination locks in a room which is locked when not in
use.
Retrierability: Records are indexed in alphabetical order.
SafiegHanIs: All officials of employees having access to such files
are required to have an appropriate security clearance. Geoendly,
these files are available only to personnel of the security office or to
agency of^ heads or other agency personnel having a need for
such files in the performance of ueir duties.
Retention and disposal: Peace Corps files are maintaii^ in the
personnel security office for three years after the termination or
death of a volunteer, or for the same period of time after considera¬
tion of an applicant. Thereafter, said files are transferred to the
Federal Record Center, where they are maintained for twenty-seven
years and then destroyed in accordance with regulations of the G<n-
eral Services Administration. All domestic volunteer files are m^-
tained in the personnel security office up to the time of the tennina-
tion or death of a volunteer when they are destroyed by burning or
shredding.
System manageris) and address: Chief, Employee Security Brandy
Personnel Management Division ACTION, Room 400, 806 Connecti¬
cut Avenue, NW., Washington, D.C. 20S2S.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Information contained in the system was
obtained from the following categories of sources: a. Applications
and other personnel and security forms furnished by the individual,
b. Investigative material furnished by other Federal agencies, c. By
personal investigation or written inquiry from such sources as em¬
ployers, schools, references, etc. d. Neighbors, associates, police de¬
partments, courts, credit bureaus, medicd records, probation officials,
prison officials, and other such sources as may be developed from the
above.
ACTION/AF—27
System name: Employee Pay and Leave Records—ACTION/AF
System location: Office of Administration and Finance/ACTION
806 Connecticut Avenue, NW., Washington, D.C. 20S2S.
Categories of indiriduals covered by the system: Persons employed
by ACTION.
Categories of records In the system: Personnel actions employing,
promoting and terminating employees, savings bond applications, ad¬
vises of allotments, IRS tax levels, notice of deduction for health
insurance, combined Federal campaign, union dues withholdings ap¬
plications, and educational allowances for children of overseas em¬
ployees and records regarding collections for overpayments and time
and attendance records.
Authority for maintenance of the system: GAO Policy and Proce¬
dures Manual; 31 U.S.C. 66(a); and the Budget and Accounting
Procedures Act of 1950.
Routine uses of records maintained in the system, including catego¬
ries of users and the pnrpo^ of such uses: Information finm these
records are routinely provided as follows; I. To the Treasury for
payroll and savings bonds and other deduction purposes. 2. To Inter¬
nal Revenue Service with regard to tax deductions. 3. To participat¬
ing insurance companies holding policies with respect to Federal
employees employed by ACTION. Also, see preliminary statement
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in folders and looseleaf binders in
metal file cabinets with manipulation proof combination locks. The
individual Time and Attendance records maintained by designated
timekeepers throughout the agency are stored in a metal file cabinet
with a key lock or manipulation proof combination lock.
Retrievid>Uity: Records are indexed in alphabetical order.
Safeguards: Records in this system are available only to employees
^ of ACTION with a need for such records in the performance of their
official duties.
Retention and disposal: Records in this system are maintained for
three years after the end of the fi scal year in which an employee
terminates his employment with ACTION, and then retired to the
Records Center in accordance with OAO instructions.
System managerfs) and address: Designated tunekeepers throughout
the agency and Chief, Domestic Volunteer and Staff Payroll Branch,
Accounting Division, Office of Administration and Finance,
ACTION 806 Connecticut Avenue, NW., Washington, D.C. 20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: ACTION employees and the individual
to whom the record pertains.
ACnON/DO-3
System name: Employee Travel File—ACTION/DO
System location: All ACTION Domestic Regional Offices except
for Region I.
Categories of individuals covered by the systenn Any employee,
expert, consultant or other person engaged in travel on USG Travel
authorization for a Domestic Regional O^ice.
Categories of records in the systeau Records maintained are travel
authorizations and vouchers.
Authority for maintenance of the system: The Domestic Volunteer
Service Act of 1973, 42 U.S.C. 4951 et seq.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: The contents of th^
records may be disclo^ and used for the purposes expressed in the
Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in folders in metal filing cabinets with
manipulation proof combination locks or key locked filing cabinets
when not in immediate use.
Retrievability: Records are indexed alphabetically by last name.
Safeguu^: Records in the system are av’ailable only to appropriate
persons in the regional offices and other appropriate officials of
ACTION with a need for such records for the performance of their
duties.
Retention and disposal: Records are retained until the employee has
terminated and then are destroyed.
System manageris) and address: Administrative Officer, ACTION
Regional Office.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Itinerary provided by individual or super¬
visor and the voucher submitted by the individual traveller.
ACnON/DO—7
System name: Employee Unofficial Personnel Files
System location: All ACTION Domestic Regional Offices. In some
cases, these files may be located in ACTION State Offices. The
supervising ACTION Retional Office khall be responsible for all
relevant requests in such cases.
Categories of individuals covered by the system: Ourrent ACTION
Domestic Regional employees.
Categories of records in the system: The records maintained consist
of copies of personnel documents sent to ACTION Headquarters in
Washington including employment applications, appointment papers,
job descriptions and personnel action change notices. The Official
Personnel Folder is maintained in ACTION Headquarters in Wash¬
ington.
Authority for maintenance of the system: The Domestic Volunteer
Service Act of 1973, 42 U.S.C. 4951 et seq.
Routine uses of records maintained in the system, indnding catego¬
ries of users and the purposes of such uses: There are no routine uses
other than those in the Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Federal Register / Vol. 44. No. 188 / Wednesday, September 26,1979 / Notices
55501
Storage: Files are maintained in folders in metal filing cabinets with
manipulation proof combination locks or locked in a room with a
manipulation proof combination lock built into the door.
RetrieTability: Records are indexed alphabetically by last name.
Safeguvds: Records in the system are available only to ajmropriate
persons in the regional offices and other appropriate officials of
ACTION with the need for such records for the performance of
their duties.
Retention and disposal: Files are retained until the employee termi¬
nates his service at the retional office and destroyed by burning or
shredding one year after such termination.
System managerfs) and address: Administrative Officer, ACTION
Regional Office.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
.Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: The data is obtained from the employee,
his references and Agency personnel forms.
ACnON/GC—2
System name: Legal Files—Staff and Applicants (A-Z)—ACTION/
GC
System location: Office of the General Counsel/ACTION 806 Con¬
necticut Avenue, NW., Washington, D.C. 20S2S.
Categories of individuals covered by the system: 1. Applicants for
employment with ACTION. 2. Staff employees of ACTION.
Categories of records in the system: Records of any legal matter
affecting my present or form er st aff member of ACTION or any
applicant for employment in ACTION whose employment has raised
any legal question. Included among the kinds of records maintained
are those involving employee grievances, appeals from adverse ac¬
tions, claims by and against stan members, records concerning litiga¬
tion in which ACTION staff members b^me involved as parties,
legal queries from staff members regarding themselves or their em¬
ployment and answers thereto and any other matter involving a
contact between a staff member and an attorney of the Office of
General Counsel.
Authority for maintenance of the system: These records are main¬
tained under the general authority of the Office of General Counsel
to represent the Agency in connection with its dealings with its
employees and the general functions of the Office of General Coun¬
sel to provide advice and counsel to the Director of the Agency and
his staff.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: These records are not
routinely disclosed outside the Agency exc^t in the following cir¬
cumstances: 1. To the Department of Justice in conjunction, with
litigation or potential litigation in situations in which the Department
may be call^ upon to provide representation to the Agency. 2. In
circumstances set forth in paragraphs 1, 2, 7, and 10 of the general
routine uses set forth in the Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are kept in separate file folders in cabinets secured
by changeable combination locks or bar locks secure by such com¬
bination locks and in room locked when not in use.
Retrievability: Files are maintained under subject heading but
access to files concerning individuals may be gained by referring to
an alphabetical index.
Safeguards: Files are available only to personnel of the Office of
General Counsel which includes attorneys and confidential secretar¬
ies.
Retention and disposal: Files are maintained for the duration of the
litigation or other matter to which they refer and retired on an
annual review basis to the Federal Record^ Center for 27 years at
which time they are destroyed.
System managerfs) and address: General Counsel, ACTION 806
Connecticut Avenue, NW., Room M-607, Washington, D.C. 20S2S.
Notification procedure: See the Ntotification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures".
Record source categories; Data is obtained from the following cate¬
gories of sources: 1. ACTION employees, 2. Correspondence and
reports from persons and agencies dealing with the t^ency and its
employees. 3. Work product and research of lawyers of the office.
ACnON/PC—6
System name: Peace Corps Property Records—ACTION/PC
System location: These records are maintained in the office of each
Peace Corps program overseas. There are at present an excess of 60
such offices and that this number fluctuates from time to time as
programs are added or withdrawn. A complete list with specific
addresses will be provided upon request to the Director of Adminis¬
trative Services, ACTION, 806 Connecticut Avenue, NW., Washing¬
ton, D.C. 20S2S. Any p^cular country in which Peace Corps
maintains a program may be addressed by writing to the Country
Director, c/o the American Embassy in such country.
Categories of individuals covered by the system: Current and former
Peace Coips staff. Current and former Peace Corps volunteers. Cur¬
rent and former Peace Corps trainees who have trained overseas.
Categories of records in the system: These files consist of records of
U.S. Government property assigned to Peace Corps staff, volunteers
or trainees for winch they are accountable and which must be re¬
turned to the Peace Corps.
Authority for maintenance of the system: The Peace Corps Act 22
U.S.C. Section 2501, et. seq.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposra of such uses: The contents of these
records and files may be disclosed and used as follows: To the
Department of State or any other Federal agency having the respon¬
sibility for accounting for the disposition of Federal property. Also,
see preliminary statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in ffie system:
Storage: Files are maintained in metal file cabinets.
Retrievability: Files are indexed in alphabetical order in each Peace
Corps post overseas.
Safeguards: Files are available only to ACTION/Peace Corps staff
having a need for such records in the performance of their official
duties. For these purposes, host country nationals employed by the
U.S. Government and working for Peace Corps are considered staff.
Retention and disposal: Files in this system are retained at overseas
posts for two years after an employee or volunteer leaves the coun¬
try and then are destroyed by burning, shredding or such other
method as is approved by the Department of State for the disposal of
such request.
System managerCs) and address: Country Directors in each country
in which ACTION/Peace Corps maintains a program.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: Peace Corps overseas staff. The individu¬
al to whom the record pertains.
ACnON/PC—12
System name: Overseas Staff Personnel records ACTION/PC
System location: These records are maintained in the office of each
Peace Corps program overseas. There are at present an excess of 60
such offices and this number fluctuates from time to time as pro¬
grams are added or withdrawn. A complete list with specific address¬
es will be provided upon request to the Director of Administrative
Services, ACTION, 806 Connecticut Avenue, NW., Washington,
D.C. 20525. Any pa^cular country in which Peace Corps maintains
a program may be addressed by writing to the Country Director, c/o
the American Embassy in such country.
Categories of individuals covered by the system: Staff employees of
ACTION serving overseas who are United States Citizens.
Categories of records in the system: These records contain copies of
personnel actions affecting overseas staff, copies of personnel evalua¬
tions retained in the Country Files, and an inventory list of Govern¬
ment property contained in residences of overseas staff.
Authority for mainteuance of the system: The Peace Corps Act 22
U.S.C. Section 2501 and pertinent sections of the Foreign Affairs
Manual adopted by Peace Corps and of the Peace Corps Manual.
Routine uses of records maintained in the systen^ including catego¬
ries of users and the iflirposes of such uses: See Preliminary Statement.
Federal Register / Vol. 44, No. 188 / Wednesday, September 26, 1979 / Notices
PoUdes ud practices for storing, retrieving, accessing, retaining, and
disposing of records in tfae system:
Storage: Files are maintained in folders and metal file cabinets with
three way combination locks.
Retrievability: Records are indexed in alphabetical order.
Safegnards: Records are available only to the Country Director
and ACTION staff with a need for such records in the performance
of their duties.
Retention and disposal: These records are destroyed one year after
the employee leaves the country and has completed all appropriate
cleaiimce procedures, including obtaining receipts for any property
'contained m inventories.
System managerts) and address: The Country Director in each
country in which Peace Corps serves.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures".
Record source categories: The individual employee to whom the
record pertains. Supervisors and ACTION personnel officials.
ACnON/PC—13
System name: Overseas Staff Correspondence Files—ACTION/PC
System location: Africa Regional Office as to personnel serving in
Africa and Latin America Regional Office as to personnel serving in
Latin America, the Caribbean and Central America, ACTION, 806
Connecticut Avenue, NW., Washington, D.C. 20S2S.
Categories of individuals covered by the system: Peace Corps over¬
seas staff, contractors and consultants.
Categories of records in the system: Correspondence between the
Regioi^ Director or the Deputy Director and current overases staff,
consultants or contractors.
Authority for maintenance of the system: The Peace Corps Act, 22
U.S.C. 2501 et seq.
Routine nses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: See Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in folders in metal file cabinets with
manipulation proof combination locks.
Retrievability: Records are indexed by country of service and al¬
phabetically within such countries.
Safeguards: Records in this system are available to regional office
personnel and other officials of ACTION needing such records in the
performance of their duties.
Retention and disposal: Records in this system are reviewed annual¬
ly and destroyed after three years.
System managerfs) and address: Regional Director (Africa or Latin
America) ACTION 806 Connecticut Avenue, NW., Washington,
D C. 20525
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”,
Record source categories: Individuals who are the subjects of the
system and staff members of the Regional Offices.
ACnON/PC—15
System name: Regional Peace Corps Personnel Records—ACTION/
PC
System location: Africa Region, Latin America Region and North
Africa, Near East, Asia and Pacific Region (NANEAP), ACTION,
806 Connecticut Avenue, NW., Washington, D.C. 20525.
Cate gories of Indlvidnals covered by the system: Staff Employees of
ACTION serving in Regional Offices or overseas.
Category of records in the system: These files contain correspond-
enoe, copies of resumes, form 171s and other documents regarding
personnel matters and actions of current use.
Authority for maintenance of the system: The Peace Corps Act, 22
U.S.C. 2501 et seq. and pertinent sections of the Peace Corps
Manual.
Routine nses of records maintained in the system, indnding catego¬
ries of users and the purposes of such uses: See Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining, and
dispodng of records in the system:
Storage: Files are maintained in folders in metal file cabinets with
three-way combination locks.
Retrievability: Records are indexed in alphabetical order.
Safeguards: Records are available only to ACTION staff for the
need for such records in the performance of their duties.
Retention and disposal: Any documents which should be placed in
the official personnel file are forwarded to the Office of Personnel
Management after the employee terminates his employment with
ACTION. Thereafter all other records are destroyed after one year
following the termination of such employee.
System managerts) and address: Personnel Analyst, Regional Of¬
fices, ACTION, 806 Connecticut Avenue, NW., Wa^ington, D.C.
20525.
Notification procedure: See the Notification paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: The individual employee to whom the
record pertains, supervisors and other ACTION personnel.
ACnON/PC—16
System name: Contractors and Consultants Records File—ACTION/
PC
System location: Africa, Latin America and NANEAP Regions,
ACTION, 806 Connecticut Avenue, NW., Washington, D.C. 20525.
Categories of individuals covered by the systenu Individuals who
have served or could serve as Contractors/Training Consultants for
Peace Corps programs overseas.
Categories of records in the system: These files contain correspond¬
ence, resumes, and other materials pertaining to current personal
services contractors, training consultants, etc., or perspective appli¬
cants for such positions.
Authority for maintenance of the system: The Peace Corps Act, 22
U.S.C. 2501 et seq.
Routine uses of records maintained in the system, including catego¬
ries of users and the purposes of such uses: See Preliminary Statement.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: Files are maintained in folders in metal file cabinets with
three-way combination locks.
Retrievability: Records are indexed in alphabetical order. Alterna¬
tively records may be indexed by skills categories but alphabetically
within such skills categories.
Safeguards: Records are available only to ACTION staff for the
need for such records in the performance of their duties.
Retention and disposal: These records are reviewed annually and
those which are no longer necessary for current operations are de¬
stroyed.
System managerts) and address: Contract/Training Specialist,
Africa, Latin America or NANEAP Region, ACTION, 806 Con¬
necticut Avenue, NW., Washington, D.C. 20525.
Notification procedure: See the Notification ^paragraph in the Pre¬
liminary Statement above in this notice.
Record access procedures: See the Access and Contest paragraph in
the Preliminary Statement above in this notice.
Contesting record procedures: Same as “Record Access Proce¬
dures”.
Record source categories: The individual contractor or consultant
to whom the record pertains, supervisors and other ACTION per¬
sonnel.
|FR Doc. 79-29681 Filed 9-25-79: 8:45 am)
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