WAIS Document RetrievalFrom the Privacy Act Online via GPO Access [wais.access.gpo.gov] [DOCID:agri_001-28] USDA/FAS-4 System name: Foreign Service Employee Records. System location: Foreign Agricultural Service, United States Department of Agriculture, 14th and Independence Avenue, SW, Washington, DC 20250. Categories of individuals covered by the system: Foreign Service employees of the Foreign Agricultural Service. Categories of records in the system: The system consists of official personnel files; performance records (Foreign Service ratings, development appraisal reports, and related correspondence); biographical data; career development and counseling records (including training and assignment records); records of security clearances; conflict of interest reports; recruitment and employment files; promotion and conversion files (lateral entry); retirement and annuitant files; informal grievance files; computer printouts from automated personnel system (alphabetical list and staffing patterns); reports of medical clearances; awards and leave information; health and life insurance plans; accident reports; time and attendance records; earning statements; travel vouchers; and payroll data needed to conform to all applicable laws, Government regulations and procedures, and the needs of the Agency in carrying out its personnel management responsibilities. Authority for maintenance of the system: 5 U.S.C. 301; Foreign Service Act of 1980, FPM Chapters 293-294. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information is made available to persons who have a legitimate need to review such records, as may be required in the performance of their official duties (in connection with appointments, transfers, details, promotions, training, retirements, reassignments, disciplinary or adverse actions, grievances, operations of the automated personnel/ payroll systems and the preparation of the statistical reports, analyses, and other by-products of these systems). Referral of information is made to (1) U.S. Congress and OPM for special reports; (2) accredited investigative agents of any Federal agency to carry out investigative functions; (3) authorized officials of the Department of State, Agency for International Development, U.S. International Communication Agency and Foreign Commercial Service of the Department of Commerce in connection with proposed details of Foreign Service employees or consideration by promotion boards; (4) authorized individuals of other Federal agencies, international organizations or State and local governments in cases where Foreign Service employees are being considered for detail or assignment to the agency or organizational entity concerned; (5) National Personnel Records Center and Washington National Records Center for records retirement and/or destruction; (6) private organizations, institutions or individuals to verify employment and to request record or credit checks; (7) current and former FAS employees to review their own personnel records; (8) appropriate agency, whether Federal, State, local or foreign, charged with the responsibility of investigating or prosecuting a violation of law, or of enforcing or implementing the statute, rule, regulation or order issued pursuant thereto, of any record within this system when information available indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation or order issued pursuant thereto; and (9) a court, magistrate or administrative tribunal, or to opposing counsel in a proceeding before any of the above, of any record within the system which constitutes evidence in that proceeding, or which is sought in the course of discovery. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained in file folders at the applicable address listed above, except for the National Finance Center (P.O. Box 60,000, New Orleans, Louisiana) where they are maintained on computer tape and disk storage. Retrievability: Records are indexed by name of employee and/or identification number. Safeguards: All records containing personal information are maintained in secured file cabinets and in secured computer tape storage rooms. Retention and disposal: Records are maintained indefinitely until employees are separated from the Foreign Agricultural Service and are then retired or transferred to a new employing agency or destroyed in conformance with appropriate General Services Administration retirement and/or destruction schedules. System manager(s) and address: Assistant Administrator, Management, Foreign Agricultural Service, United States Department of Agriculture, 14th and Independence Avenue, SW, Room 5095-S, Washington, DC 20250. Notification procedure: A request for information should be addressed to the Assistant Administrator, Management, Foreign Agricultural Service (address above). Record access procedures: Individuals who wish to gain access to or amend records pertaining to themselves should submit a written request to the Assistant Administrator, Management, Foreign Agricultural Service (address above). Contesting record procedures: Same as record access procedures. Record source categories: Information in this system comes from the employee or former employee, employment applications, employee's supervisors, colleges and universities, Department of State Foreign Service Institute and Office of Medical Services, USDA Office of Security, overseas administrative/personnel officers, and other officials involved in personnel and payroll.