[Federal
Register: July 23, 2008 (Volume 73, Number 142)]
[Notices]
[Page
42904-42921]
From
the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr23jy08-99]
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DEPARTMENT
OF THE TREASURY
Bureau
of the Public Debt
Privacy
Act of 1974; Systems of Records
AGENCY:
Bureau of the Public Debt, Treasury.
ACTION:
Notice of systems of records.
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SUMMARY:
In accordance with the requirements of the Privacy Act of
1974,
as amended, 5 U.S.C. 552a, the Bureau of the Public Debt,
Treasury,
is publishing its inventory of Privacy Act systems of
records.
SUPPLEMENTARY
INFORMATION: Pursuant to the Privacy Act of 1974 (5
U.S.C.
552a) and the Office of Management and Budget (OMB), Circular
No.
A-130, the Bureau of the Public Debt (BPD) has completed a review
of its
Privacy Act systems of records notices to identify changes that
will
more accurately describe these records. The systems of records
were
last published in their entirety on June 10, 2005, at 70 FR 33939-
33955.
On May 22, 2007, the Office of Management
and Budget (OMB) issued
Memorandum
M-07-16 entitled ``Safeguarding Against and Responding to
the
Breach of Personally Identifiable Information.'' It required
agencies
to publish the routine use recommended by the President's
Identity
Theft Task Force. As part of that effort, the Department
published
the notice of the proposed routine use on October 3, 2007, at
72 FR
56434, and it was effective on November 13, 2007. The new routine
use
has been added to each BPD system of records below. Other changes
throughout
the document are editorial in nature and consist principally
of
revising address information, minor editorial changes and editing of
headings
for consistency.
Department of the Treasury regulations
require the Department to
publish
the existence and character of all systems of records every
three
years (31 CFR 1.23(a)(1)). BPD has leveraged this requirement to
incorporate
the review of its current holding of personally
identifiable
information required by M-07-16. With respect to its
inventory
of Privacy Act systems of records, BPD has determined that
the
information contained in its systems of records is accurate,
timely,
relevant, complete, and is the minimum necessary to maintain
the
proper performance of a documented agency function.
Systems
Covered by this Notice
This notice covers all systems of records
adopted by the Bureau of
the
Public Debt up to January 1, 2008. The systems notices are
reprinted
in their entirety following the Table of Contents.
Dated: July 11, 2008.
Elizabeth
Cuffe,
Deputy
Assistant Secretary for Privacy and Treasury Records.
Table
of Contents
Bureau
of the Public Debt
BPD.001--Human
Resources and Administrative Records
BPD.002--
BPD.003--
Securities)
BPD.004--Controlled
Access Security System
BPD.005--Employee
Assistance Records
BPD.006--Health
Service Program Records
BPD.007--Gifts
to Reduce the Public Debt
BPD.008--Retail
Treasury Securities Access Application
BPD.009--
TREASURY/BPD.001
System
Name:
Human Resources and Administrative
Records--Treasury/BPD.
System
Location:
Records are maintained at the following
Bureau of the Public Debt
locations:
Street,
NW.,
duplicated
for maintenance by supervisors for employees or programs
under
their supervision. These duplicates are also covered by this
system
of records.
Categories
of Individuals Covered by the System:
Records cover present and former employees,
applicants for
employment,
contractors, vendors, and visitors.
Categories
of Records in the System:
This system of records is limited to those
records the Bureau of
the
Public Debt needs to function in an efficient manner and does not
cover
those records reported under another system of records notice.
(A) Human Resources Records: These records
relate to categories
such
as disciplinary and adverse actions; leave and hours of duty;
alternate
work schedules, standards of conduct and ethics programs;
indebtedness;
employee suitability and security determinations;
grievances;
performance problems; bargaining unit matters; Federal
labor
relations issues; relocation notices; outside employment;
recruitment;
placement; merit promotion; special hiring programs,
including
Summer Employment, Veterans Readjustment, Career Development
for
Lower Level Employees (CADE), Student Employment Programs; position
classification
and management; special areas of pay administration,
including
grade and pay retention, premium pay, scheduling of work,
performance
management and recognition; training and employee
development
programs; incentive awards; benefits and retirement
programs;
personnel and payroll actions; insurance; worker's and
unemployment
compensation; employee orientation; retirement; accident
reports;
and consolidation of personnel/program efforts among offices.
(B) Equal Employment Opportunity Records:
These are records of
informal
EEO complaints and discussions that have not reached the level
of
formal complaints. After 30 days these records are destroyed or
incorporated
in a formal complaint file. Formal complaints are handled
by the
Treasury Department's
formal
complaint documents are sometimes maintained by the Bureau of
the
Public Debt's EEO Office.
(C) Administrative Services Records: These
records relate to
administrative
support functions including motor vehicle operation,
safety
and security, access to exterior and interior areas, contract
guard
records, offense/incident reports, accident reports, and security
determinations.
(D) Procurement Records: These records
relate to contractors/
vendors
if they are individuals; purchase card holders, including the
name,
social security number and credit card number for employees who
hold
Government-use cards; procurement integrity certificates,
containing
certifications by procurement officials that they are
familiar
with the Federal Procurement Policy Act.
(E) Financial Management Records: These
records relate to
government
travel, vendor accounts, other employee reimbursements,
interagency
transactions, employee pay records, vendor registration
data,
purchase card accounts and transactions, and program payment
agreements.
(F) Retiree Mailing Records: These records
contain the name and
address
furnished by Bureau of the Public Debt
[[Page
42905]]
retirees
requesting mailings of newsletters and other special mailings.
Authority
for Maintenance of the System:
5 U.S.C. 301; 31 U.S.C. 321.
Purpose(s):
These records are collected and maintained
to document various
aspects
of a person's employment with the Bureau of the Public Debt and
to
assure the orderly processing of administrative actions within the
Bureau.
Routine
Uses of Records Maintained in the System, Including Categories
of
Users and the Purposes of Such Uses:
These records may be disclosed to:
(1) The Office of Personnel Management, the
Merit Systems
Protection
Board, the Equal Employment
Federal
Labor Relations Authority upon authorized request;
(2) Other Federal, State, or local
agencies, such as a State
employment
compensation board or housing administration agency, so that
the
agency may adjudicate an individual's eligibility for a benefit, or
liability
in such matters as child support;
(3) Creditors, potential creditors,
landlords, and potential
landlords
when they request employment data or salary information for
purposes
of processing the employee's loan, mortgage, or apartment
rental
application (when information is requested by telephone, only
verification
of information supplied by the caller will be provided);
(4) Next-of-kin, voluntary guardians, and
other representative or
successor
in interest of a deceased or incapacitated employee or former
employee;
(5) Unions recognized as exclusive
bargaining representatives under
5
U.S.C. chapter 71, arbitrators, and other parties responsible for the
administration
of the Federal labor-management program if needed in the
performance
of their authorized duties;
(6) Private creditors for the purpose of
garnishing wages of an
employee
if a debt has been reduced to a judgment;
(7) Authorized Federal and non-Federal
entities for use in approved
computer
matching efforts, limited to those data elements considered
necessary
in making a determination of eligibility under particular
benefit
programs administered by those agencies or entities, to improve
program
integrity, and to collect debts and other monies owed to those
agencies
or entities or to the Bureau of the Public Debt;
(8) Contractors of the Bureau of the Public
Debt for the purpose of
processing
personnel and administrative records;
(9) Other Federal, State, or local agencies
in connection with the
hiring
or retention of an individual, the issuance of a security
clearance,
the conducting of a security or suitability investigation of
an
individual, the issuance of a license, contract, grant, or other
benefit;
(10) Congressional offices in response to
an inquiry made at the
request
of the individual to whom the record pertains;
(11) Other Federal agencies to effect
salary or administrative
offset
for the purpose of collecting a debt, except that addresses
obtained
from the Internal Revenue Service shall not be disclosed to
other
agencies;
(12) Consumer reporting agencies, including
mailing addresses
obtained
from the Internal Revenue Service to obtain credit reports;
(13) Debt collection agencies, including
mailing addresses obtained
from
the Internal Revenue Service, for debt collection services;
(14) Appropriate Federal, State, local, or
foreign agencies
responsible
for investigating or prosecuting the violations of, or for
enforcing
or implementing a statute, rule, regulation, order, or
license,
where the disclosing agency becomes aware of an indication of
a
violation or potential violation of civil or criminal law or
regulation;
(15) A court, magistrate, or administrative
tribunal in the course
of
presenting evidence, including disclosures to opposing counsel or
witnesses
in the course of civil discovery, litigation, or settlement
negotiations
or in connection with criminal law proceedings or in
response
to a subpoena;
(16) Third parties during the course of an
investigation to the
extent
necessary to obtain information pertinent to the investigation;
and
(17) To appropriate agencies, entities, and
persons when (a) the
Department
suspects or has confirmed that the security or
confidentiality
of information in the system of records has been
compromised;
(b) the Department has determined that as a result of the
suspected
or confirmed compromise there is a risk of harm to economic
or
property interests, identity theft or fraud, or harm to the security
or
integrity of this system or other systems or programs (whether
maintained
by the Department or another agency or entity) that rely
upon
the compromised information; and (c) the disclosure made to such
agencies,
entities, and persons is reasonably necessary to assist in
connection
with the Department's efforts to respond to the suspected or
confirmed
compromise and prevent, minimize, or remedy such harm.
Disclosure
to Consumer Reporting Agencies:
In accordance with the Privacy Act (5
U.S.C. 552a(b)(12)),
disclosures
may be made from this system of records to ``consumer
reporting
agencies'' as defined in 31 U.S.C. 3701(a)(3). The purpose of
the
disclosure is to aid in the collection of outstanding debts owed to
the
Federal Government. After the prerequisites of 31 U.S.C. 3711 have
been
followed, the Bureau of the Public Debt may disclose information
necessary
to establish the identity of the individual responsible for
the
claim, including name, address, and taxpayer identification number;
the
amount, status, and history of the claim; and the agency or program
under
which the claim arose.
Policies
and Practices for Storing, Retrieving, Accessing, Retaining,
and
Disposing of Records in the System:
Storage:
Records in this system are stored on paper,
microform, or in
electronic
media.
Retrievability:
By name, social security number, or other
assigned identifier.
Safeguards:
These records are maintained in controlled
access areas.
Identification
cards are verified to ensure that only authorized
personnel
are present. Electronic records are protected by restricted
access
procedures, including the use of passwords and sign-on protocols
that
are periodically changed. Only employees whose official duties
require
access are allowed to view, administer, and control these
records.
Copies of records maintained on computer have the same limited
access
as paper records.
Retention
and Disposal:
Records are maintained in accordance with
National Archives and
Records
Administration retention schedules. Paper and microform records
ready
for disposal are destroyed by shredding or maceration. Records in
electronic
media are electronically erased using accepted techniques.
System
Manager and Address:
(A) Human Resources Records: Assistant
Commissioner, Office of
Management
Services, Human Resources Division, Bureau of the Public
Debt,
Director,
Administrative
Division,
Bureau of the
[[Page
42906]]
Public
Debt,
(B) Equal Employment
Office
of Management Services, Equal Employment
the
Public Debt,
(C) Administrative Services Records:
Assistant Commissioner, Office
of
Management Services, Administrative Services Division, Bureau of the
Public
Debt,
(D) Procurement Records: Executive
Director, Administrative
(E) Financial Management Records: Executive
Director,
Administrative
Street,
(F) Retiree Mailing Records: Executive
Director, Administrative
Debt,
(G) Travel Records: Executive Director,
Administrative Resource
Center,
Travel Services Division,
26106-5312.
Notification
Procedure:
Individuals may submit their requests for
determination of whether
the
system contains records about them or for access to records as
provided
under ``Records Access Procedures.'' Requests must be made in
compliance
with the applicable regulations (31 CFR part 1, subpart C).
Requests
that do not comply fully with these procedures may result in
noncompliance
with the request, but will be answered to the extent
possible.
Record
Access Procedures:
(1) A request for access to records must be
in writing, signed by
the
individual concerned, identify the system of records, and clearly
indicate
that the request is made pursuant to the Privacy Act of 1974.
If the
individual is seeking access in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but showing a name and signature.
If the
individual is seeking access by mail, identity may be
established
by presenting a signature, address, and one other
identifier
such as a photocopy of an official document bearing the
individual's
signature. The Bureau of the Public Debt reserves the
right
to require additional verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must state whether the
requester wishes to be
notified
that the record exists or desires to inspect or obtain a copy
of the
record. If a copy of the record is desired, the requester must
agree
to pay the fees for copying the documents in accordance with 31
CFR
1.26(d)(2)(ii).
Contesting
Record Procedures:
Initial amendment requests: (1) A request
by an individual
contesting
the content of records or for correction of records must be
in
writing, signed by the individual involved, identify the system of
records,
and clearly state that the request is made pursuant to the
Privacy
Act of 1974. If the request is made in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but instead showing a name and
signature.
If the request is made by mail, identity may be established
by the
presentation of a signature, address, and one other identifier
such
as a photocopy of an official document bearing the individual's
signature.
The Bureau of the Public Debt reserves the right to require
additional
verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must specify:
(a) The dates of records in question,
(b) The specific records alleged to be
incorrect,
(c) The correction requested, and
(d)
The reasons.
(4) The request must include available
evidence in support of the
request.
Appeals from an initial denial of a request
for correction of
records:
(1) An appeal from an initial denial of a
request for correction of
records
must be in writing, signed by the individual involved, identify
the
system of records, and clearly state that it is made pursuant to
the
Privacy Act of 1974. If the individual is making an appeal in
person,
identity may be established by the presentation of a single
official
document bearing the individual's photograph or by the
presentation
of two items of identification without the photograph but
showing
a name and signature. If the individual is making an appeal by
mail,
identity may be established by the presentation of a signature,
address,
and one other identifier such as a photocopy of an official
document
bearing the individual's signature. The Bureau of the Public
Debt
reserves the right to require additional verification of an
individual's
identity.
(2) Appellate determinations will be made
by the Commissioner of
the
Bureau of the Public Debt or the delegate of such officer. Appeals
must
be mailed or delivered personally to: Chief Counsel, Bureau of the
Public
Debt,
otherwise
provided for in the applicable appendix to 31 CFR part 1,
subpart
C), within 35 days of the individual's receipt of the initial
denial
of the requested correction.
(3) An appeal must be marked ``Privacy Act
Amendment Appeal'' and
specify:
(a) The records to which the appeal
relates,
(b) The date of the initial request made
for correction of the
records,
and
(c) The date the initial denial of the
request for correction was
received.
(4) An appeal must also specify the reasons
for the requester's
disagreement
with the initial denial of correction and must include any
applicable
supporting evidence.
Record
Source Categories:
Information in this system of records is
provided by the subject of
the
record, authorized representatives, supervisor, employers, medical
personnel,
other employees, other Federal, State, or local agencies,
and
commercial entities.
Exemptions
Claimed For The System:
None.
TREASURY/BPD.002
System
Name:
System
Location:
Bureau of the Public Debt,
Bureau
of the Public Debt,
Federal
Reserve Banks and Branches in
PA.
Categories
of Individuals Covered by the System:
Present and former owners of, claimants to,
persons entitled to,
and
inquirers concerning
interest
on securities, including without limitation
Savings
Bonds, Savings Notes, Retirement Plan Bonds, and Individual
Retirement
Bonds.
[[Page
42907]]
Categories
of Records in the System:
(1) Issuance: Records relating to
registration, issuance, and
correspondence
in connection with issuance of savings-type securities.
This
category includes records of current income savings bonds
processed
under an automated system that will permit access by selected
Federal
Reserve Banks and Branches.
(2) Holdings: Records documenting
ownership, status, payments by
date
and account numbers, and inscription information; interest
activity;
correspondence in connection with notice of change of name
and
address; non-receipt or over- or underpayments of interest and
principal;
and numerical registers of ownership. Such records include
information
relating to savings-type securities held in safekeeping in
conjunction
with the Department's program to deliver such securities to
the
owners or persons entitled. This category includes records of
current
income savings bonds processed under an automated system that
will
permit access by selected Federal Reserve Banks and Branches.
(3) Transactions (redemptions, payments,
and reissues): Records,
which
include securities transaction requests; interest activity; legal
papers
supporting transactions; applications for disposition or payment
of
securities and/or interest thereon of deceased or incapacitated
owners;
records of retired securities; and payment records. This
category
includes records of current income savings bonds processed
under
an automated system that will permit access by selected Federal
Reserve
Banks and Branches.
(4) Claims: Records including
correspondence concerning lost,
stolen,
destroyed, or mutilated savings-type securities; bonds of
indemnity;
legal documents supporting claims for relief; and records of
caveats
entered.
(5) Inquiries: Records of correspondence
with individuals who have
requested
information concerning savings-type securities and/or
interest
thereon.
Authority
for Maintenance of the System:
5 U.S.C. 301; 31 U.S.C. 3101, et seq.
Purposes:
Information in this system of records is
collected and maintained
to
enable the Bureau of the Public Debt and its agents to issue savings
bonds,
to process transactions, to make payments, and to identify
owners
and their accounts.
Routine
Uses of Records Maintained in the System, Including Categories
of
Users and the Purposes of Such Uses:
These records may be disclosed to:
(1) Agents or contractors of the Department
for the purpose of
administering
the public debt of the United States;
(2) Next-of-kin, voluntary guardian, legal
representative or
successor
in interest of a deceased or incapacitated owner of
securities
and others entitled to the reissue, distribution, or payment
for
the purpose of assuring equitable and lawful disposition of
securities
and interest;
(3) Either co-owner for bonds registered in
that form or to the
beneficiary
for bonds registered in that form, provided that acceptable
proof
of death of the owner is submitted;
(4) The Internal Revenue Service for the
purpose of facilitating
collection
of the tax revenues of the United States;
(5) The Department of Justice when seeking
legal advice or when
(a) The Department of the Treasury (agency)
or
(b) The Bureau of the Public Debt, or
(c) Any employee of the agency in his or
her official capacity, or
(d) Any employee of the agency in his or
her individual capacity
where
the Department of Justice has agreed to represent the employee,
or
(e) The United States, where the agency
determines that litigation
is
likely to affect the agency or the Bureau of the Public Debt, is a
party
to litigation or has an interest in such litigation, and the use
of
such records by the Department of Justice is deemed by the agency to
be
relevant and necessary to the litigation;
(6) The Department of Veterans Affairs and
selected veterans'
publications
for the purpose of locating owners or other persons
entitled
to undeliverable bonds held in safekeeping by the Department;
(7) Other Federal agencies to effect salary
or administrative
offset
for the purpose of collecting debts;
(8) A consumer reporting agency, including
mailing addresses
obtained
from the Internal Revenue Service, to obtain credit reports;
(9) A debt collection agency, including
mailing addresses obtained
from
the Internal Revenue Service, for debt collection services;
(10) Contractors conducting Treasury-sponsored
surveys, polls, or
statistical
analyses relating to the marketing or administration of the
public
debt of the United States;
(11) Appropriate Federal, State, local, or
foreign agencies
responsible
for investigating or prosecuting the violations of, or for
enforcing
or implementing, a statute, rule, regulation, order, or
license;
(12) A court, magistrate, or administrative
tribunal in the course
of
presenting evidence, including disclosures to opposing counsel or
witnesses
in the course of civil discovery, litigation, or settlement
negotiations
or in connection with criminal law proceedings or in
response
to a subpoena;
(13) A Congressional office in response to
an inquiry made at the
request
of the individual to whom the record pertains;
(14) Disclose through computer matching
information on individuals
owing
debts to the Bureau of the Public Debt to other Federal agencies
for
the purpose of determining whether the debtor is a Federal employee
or
retiree receiving payments that may be used to collect the debt
through
administrative or salary offset;
(15) Disclose through computer matching
information on holdings of
savings-type
securities to requesting Federal agencies under approved
agreements
limiting the information to that which is relevant in making
a
determination of eligibility for Federal benefits administered by
those
agencies;
(16) Disclose through computer matching,
information on individuals
with
whom the Bureau of the Public Debt has lost contact, to other
Federal
agencies for the purpose of utilizing letter forwarding
services
to advise these individuals that they should contact the
Bureau
about returned payments and/or matured, unredeemed securities;
and
(17) To appropriate agencies, entities, and
persons when (a) the
Department
suspects or has confirmed that the security or
confidentiality
of information in the system of records has been
compromised;
(b) the Department has determined that as a result of the
suspected
or confirmed compromise there is a risk of harm to economic
or
property interests, identity theft or fraud, or harm to the security
or
integrity of this system or other systems or programs (whether
maintained
by the Department or another agency or entity) that rely
upon
the compromised information; and (c) the disclosure made to such
agencies,
entities, and persons is reasonably necessary to assist in
connection
with the Department's efforts to respond to the suspected or
confirmed
compromise and prevent, minimize, or remedy such harm.
Disclosure
to Consumer Reporting Agencies:
In accordance with the Privacy Act (5
U.S.C. 552a(b)(12)),
disclosures
may be made from this system of records to ``consumer
reporting
agencies'' as defined in 31 U.S.C. 3701(a)(3). The purpose of
the
disclosure is to aid in the
[[Page
42908]]
collection
of outstanding debts owed to the Federal Government. After
the
prerequisites of 31 U.S.C. 3711 have been followed, the Bureau of
the
Public Debt may disclose information necessary to establish the
identity
of the individual responsible for the claim, including name,
address,
and taxpayer identification number; the amount, status, and
history
of the claim; and the agency or program under which the claim
arose.
Policies
and Practices for Storing, Retrieving, Accessing, Retaining,
and
Disposing of Records in the System:
Storage:
Records in this system are stored on paper,
microform, or in
electronic
media.
Retrievability:
Information can be retrieved alphabetically
by name, address, and
period
of time the security was issued, by bond serial numbers, other
assigned
identifier, or, in some cases, numerically by social security
number.
In the case of securities, except Series G savings bonds,
registered
in more than one name, information relating to those
securities
can be retrieved only by the names, or, in some cases, the
social
security number of the registrants, primarily the registered
owners
or first-named co-owners. In the case of gift bonds inscribed
with
the social security number of the purchaser, bonds are retrieved
under
that number, or by bond serial number.
Safeguards:
Information is contained in secure
buildings or in areas which are
occupied
either by officers and responsible employees of the Bureau of
the
Public Debt who are subject to personnel screening procedures and
to the
Treasury Department Code of Conduct or by agents of the Bureau
of the
Public Debt who are required to maintain proper control over
records
while in their custody. Additionally, since in most cases,
numerous
steps are involved in the retrieval process, unauthorized
persons
would be unable to retrieve information in meaningful form.
Information
stored in electronic media is safeguarded by automatic data
processing
security procedures in addition to physical security
measures.
Additionally, for those categories of records stored in
computers
with online terminal access, the information cannot be
accessed
without proper passwords and preauthorized functional
capability.
Retention
and Disposal:
Records of holdings, forms, documents, and
other legal papers which
constitute
the basis for transactions subsequent to original issue are
maintained
for such time as is necessary to protect the legal rights
and interests
of the United States Government and the persons affected,
or
otherwise until they are no longer historically significant. Other
records
are disposed of at varying intervals in accordance with records
retention
schedules reviewed and approved by the National Archives and
Records
Administration (NARA). Paper and microform records ready for
disposal
are destroyed by shredding or maceration. Records in
electronic
media are electronically erased using accepted techniques.
System
Manager and Address:
Assistant Commissioner, Office of Retail
Securities, Bureau of the
Public
Debt, 200 Third Street, Parkersburg, WV 26106-5312.
Notification
Procedure:
Individuals may submit their requests for
determination of whether
the
system contains records about them or for access to records as
provided
under ``Records Access Procedures.'' Requests must be made in
compliance
with the applicable regulations (31 CFR part 1, subpart C).
Requests
that do not comply fully with these procedures may result in
noncompliance
with the request, but will be answered to the extent
possible.
Record
Access Procedures:
(1) A request for access to records must be
in writing, signed by
the
individual concerned, identify the system of records, and clearly
indicate
that the request is made pursuant to the Privacy Act of 1974.
If the
individual is seeking access in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but showing a name and signature.
If the
individual is seeking access by mail, identity may be
established
by presenting a signature, address, and one other
identifier
such as a photocopy of an official document bearing the
individual's
signature. The Bureau of the Public Debt reserves the
right
to require additional verification of an individual's identity.
(2) The request must state whether the
requester wishes to be
notified
that the record exists or desires to inspect or obtain a copy
of the
record. If a copy of the record is desired, the requester must
agree
to pay the fees for copying the documents in accordance with 31
CFR
1.26(d)(2)(ii).
(3) Requests by individuals about
securities they own:
(a) For current income savings bonds:
Individuals may contact the
nearest
Treasury Retail Securities Site as listed in the Appendix to
this
system of records or the Office of Retail Securities, Bureau of
the
Public Debt, 200 Third Street, Parkersburg, WV 26106-5312. If the
Treasury
Retail Securities Site cannot access the particular record,
the
individual will be advised to contact Retail Securities at the
Bureau
of the Public Debt. Individuals must provide sufficient
information,
including their address and social security number, to
identify
themselves as owner or co-owner of the securities. They should
provide
the complete bond serial numbers, including alphabetic prefixes
and
suffixes, if known. Otherwise, the series, approximate date, form
of
registration, and, except for Series G Savings Bonds registered in
co-ownership
form, the names and social security numbers of all persons
named
in the registration should be provided. If a Case Identification
Number
is known, that should be provided.
(b) For all other types of securities
covered by this system of
records:
Individuals should contact the following: Office of Retail
Securities,
Bureau of the Public Debt, 200 Third Street, Parkersburg,
WV
26106-5312. Individuals should provide sufficient information,
including
their address and social security number, to identify
themselves
as owner or co-owner of the securities. Individuals must
provide
sufficient information to identify the securities, such as type
or
series of security, approximate date of issue, serial number, form
of
registration, and the name and social security number of the first-
named
co-owner, or in the case of gift bonds the social security number
of the
purchaser if that number was used.
(4) Requests by anyone other than
individuals named on securities
must
contain sufficient information to identify the securities; this
would
include type or series of securities, approximate date of issue,
serial
number, and form of registration. These requests will be honored
only
if the identity and right of the requester to the information have
been
established. Send requests to the addresses shown in (3)(a) or
(3)(b)
above, depending on the type of security involved.
(a) Requests by a beneficiary for information
concerning securities
registered
in beneficiary form must be accompanied by the name and
social
security number of the owner and by proof of death of the
registered
owner.
[[Page
42909]]
(b) Requests for records of holdings or
other information
concerning
a deceased or incapacitated individual must be accompanied
either
by evidence of the requester's appointment as legal
representative
of the estate of the individual or by a statement
attesting
that no such representative has been appointed and giving the
nature
of the relationship between the requester and the individual.
Contesting
Record Procedures:
Initial amendment requests: (1) A request
by an individual
contesting
the content of records or for correction of records must be
in
writing, signed by the individual involved, identify the system of
records,
and clearly state that the request is made pursuant to the
Privacy
Act of 1974. If the request is made in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but instead showing a name and
signature.
If the request is made by mail, identity may be established
by the
presentation of a signature, address, and one other identifier
such
as a photocopy of an official document bearing the individual's
signature.
The Bureau of the Public Debt reserves the right to require
additional
verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must specify:
(a) The dates of records in question,
(b) The specific records alleged to be
incorrect,
(c) The correction requested, and
(d) The reasons.
(4) The request must include available
evidence in support of the
request.
Appeals from an initial denial of a request
for correction of
records:
(1) An appeal from an initial denial of a request for
correction
of records must be in writing, signed by the individual
involved,
identify the system of records, and clearly state that it is
made
pursuant to the Privacy Act of 1974. If the individual is making
an
appeal in person, identity may be established by the presentation of
a
single official document bearing the individual's photograph or by
the
presentation of two items of identification without the photograph
but
showing a name and signature. If the individual is making an appeal
by
mail, identity may be established by the presentation of a
signature,
address, and one other identifier such as a photocopy of an
official
document bearing the individual's signature. The Bureau of the
Public
Debt reserves the right to require additional verification of an
individual's
identity.
(2) Appellate determinations will be made
by the Commissioner of
the
Public Debt or the delegate of such officer. Appeals must be mailed
or
delivered personally to: Chief Counsel, Bureau of the Public Debt,
799
9th Street, NW., Washington, DC 20239-0001 (or as otherwise
provided
for in the applicable appendix to 31 CFR part 1, subpart C),
within
35 days of the individual's receipt of the initial denial of the
requested
correction.
(3) An appeal must be marked ``Privacy Act Amendment
Appeal'' and
specify:
(a) The records to which the appeal
relates,
(b) The date of the initial request made
for correction of the
records,
and
(c) The date the initial denial of the
request for correction was
received.
(4) An appeal must also specify the reasons
for the requester's
disagreement
with the initial denial of correction and must include any
applicable
supporting evidence.
Record
Source Categories:
Information on records in this system is
furnished by the
individuals
or their authorized representatives as listed in
``Categories
of Individuals'' and issuing agents for securities or is
generated
within the system itself.
Exemptions
Claimed For The System:
None.
Appendix
of Treasury Retail Securities Sites
This appendix provides individuals contact
information for
inquiring
about their securities.
Federal Reserve Bank, Pittsburgh Branch,
P.O. Box 299, Pittsburgh,
PA
15230-0299; Telephone 1-800-245-2804.
Federal Reserve Bank, Minneapolis Branch,
P.O. Box 214,
Minneapolis,
MN 55480-0214; Telephone 1-800-553-2663.
Bureau of the Public Debt, Retail
Securities, Parkersburg, WV
26106-5312.
TREASURY/BPD.003
System
Name:
United States Securities (Other than
Savings-Type Securities)-
Treasury/BPD.
System
Location:
Bureau of the Public Debt, 200 Third
Street, Parkersburg, WV;
Bureau
of the Public Debt, 799 9th Street, NW., Washington, DC; and
Federal
Reserve Banks and Branches in Chicago, IL; Kansas City, MO;
Minneapolis,
MN; New York, NY; Philadelphia, PA; and Pittsburgh, PA.
Categories
of Individuals Covered by the System:
Present and former owners of, subscribers
to, claimants to, persons
entitled
to, and inquirers concerning United States Treasury securities
(except
savings-type securities) and interest on securities and such
securities
for which the Treasury acts as agents, including without
limitation,
Treasury Bonds, Notes, and Bills; Adjusted Service Bonds;
Armed
Forces Leave Bonds; and Federal Housing Administration
Debentures.
Categories
of Records in the System:
(1) Issuance: Records relating to tenders,
bids, subscriptions,
advices
of shipment, requests (applications) for original issue, and
correspondence
concerning erroneous issue and nonreceipt of securities.
(2) Holdings: Records of ownership and
interest activity on
registered
or recorded United States securities (other than savings-
type
securities); records about fees for TreasuryDirect accounts
exceeding
a stipulated amount; change of name and address notices;
correspondence
concerning errors in registration or recordation;
nonreceipt
or over- and underpayments of interest and principal;
records
of interest activity; records of unclaimed accounts; and
letters
concerning the New York State tax exemption for veterans of
World
War I.
(3) Transactions (redemptions, payments,
reissues, transfers, and
exchanges):
Records which include securities transaction requests;
records
about fees for definitive securities issued; legal papers
supporting
transactions; applications for transfer, disposition, or
payment
of securities of deceased or incompetent owners; records of
Federal
estate tax transactions; certificates of ownership covering
paid
overdue bearer securities; records of erroneous redemption
transactions;
records of retired securities; and payment records.
(4) Claims: Records including
correspondence concerning lost,
stolen,
destroyed, or mutilated United States securities (other than
savings-type
securities) or securities for which the Treasury acts as
agent
and interest coupons thereon; bonds of indemnity; legal documents
supporting
claims for relief; and records of caveats entered.
(5) Inquiries: Records of correspondence
with individuals who have
requested
information concerning
[[Page
42910]]
United
States Treasury securities (other than savings-type securities)
or
securities for which the Treasury acts as agent.
(6) All of the above categories of records
except ``(4) Claims''
include
records of Treasury bills, notes, and bonds in the
TreasuryDirect
Book-entry Securities System.
Authority
for Maintenance of the System:
5 U.S.C. 301; 31 U.S.C. 3101 et seq.
Purpose(s):
Information in this system of records is
collected and maintained
to
enable the Bureau of the Public Debt and its agents to issue United
States
securities (other than savings-type securities), to process
transactions,
to make payments, and to identify owners and their
accounts.
Routine
Uses of Records Maintained in the System, Including Categories
of
Users and the Purposes of Such Uses:
These records may be disclosed to:
(1) Agents or contractors of the Department
for the purpose of
administering
the public debt of the United States;
(2) Next-of-kin, voluntary guardian, legal representative
or
successor
in interest of a deceased or incapacitated owner of
securities
and others entitled upon transfer, exchange, distribution,
or
payment for the purpose of assuring equitable and lawful disposition
of
securities and interest;
(3)
Any of the owners if the related securities are registered or
recorded
in the names of two or more owners;
(4) The Internal Revenue Service for the
purpose of facilitating
the
collection of the tax revenues of the United States;
(5) The Department of Justice when seeking
legal advice or when
(a) The Department of the Treasury (agency)
or
(b) The Bureau of the Public Debt, or
(c) Any employee of the agency in his or
her official capacity, or
(d) Any employee of the agency in his or
her individual capacity
where
the Department of Justice has agreed to represent the employee,
or
(e) The United States, where the agency
determines that litigation
is
likely to affect the agency or the Bureau of the Public Debt, is a
party
to litigation or has an interest in such litigation, and the use
of
such records by the Department of Justice is deemed by the agency to
be
relevant and necessary to the litigation;
(6) The Department of Veterans Affairs when
it relates to the
holdings
of Armed Forces Leave Bonds to facilitate the redemption or
disposition
of these securities;
(7) Other Federal agencies to effect salary
or administrative
offset
for the purpose of collecting debts;
(8) A consumer reporting agency, including
mailing addresses
obtained
from the Internal Revenue Service, to obtain credit reports;
(9) A debt collection agency, including
mailing addresses obtained
from
the Internal Revenue Service, for debt collection services;
(10) Contractors conducting Treasury-sponsored
surveys, polls, or
statistical
analyses relating to marketing or administration of the
public
debt of the United States;
(11) Appropriate Federal, State, local, or
foreign agencies
responsible
for investigating or prosecuting the violations of, or for
enforcing
or implementing, a statute, rule, regulation, order, or
license;
(12) A court, magistrate, or administrative
tribunal in the course
of
presenting evidence, including disclosures to opposing counsel or
witnesses
in the course of civil discovery, litigation, or settlement
negotiations
or in connection with criminal law proceedings or in
response
to a subpoena;
(13) A Congressional office in response to
an inquiry made at the
request
of the individual to whom the record pertains;
(14) Disclose through computer matching
information on individuals
owing
debts to the Bureau of the Public Debt to other Federal agencies
for
the purpose of determining whether the debtor is a Federal employee
or
retiree receiving payments that may be used to collect the debt
through
administrative or salary offset;
(15) Disclose through computer matching
information on holdings of
Treasury
securities to requesting Federal agencies under approved
agreements
limiting the information to that which is relevant in making
a
determination of eligibility for Federal benefits administered by
those
agencies;
(16) Disclose through computer matching,
information on individuals
with
whom the Bureau of the Public Debt has lost contact, to other
Federal
agencies for the purpose of utilizing letter-forwarding
services
to advise these individuals that they should contact the
Bureau
about returned payments and/or matured unredeemed securities;
and
(17) To appropriate agencies, entities, and
persons when (a) the
Department
suspects or has confirmed that the security or
confidentiality
of information in the system of records has been
compromised;
(b) the Department has determined that as a result of the
suspected
or confirmed compromise there is a risk of harm to economic
or
property interests, identity theft or fraud, or harm to the security
or
integrity of this system or other systems or programs (whether
maintained
by the Department or another agency or entity) that rely
upon
the compromised information; and (c) the disclosure made to such
agencies,
entities, and persons is reasonably necessary to assist in
connection
with the Department's efforts to respond to the suspected or
confirmed
compromise and prevent, minimize, or remedy such harm.
Disclosure
to Consumer Reporting Agencies:
In accordance with the Privacy Act (5
U.S.C. 552a(b)(12)),
disclosures
may be made from this system of records to ``consumer
reporting
agencies'' as defined in 31 U.S.C. 3701(a)(3). The purpose of
the
disclosure is to aid in the collection of outstanding debts owed to
the
Federal Government. After the prerequisites of 31 U.S.C. 3711 have
been
followed, the Bureau of the Public Debt may disclose information
necessary
to establish the identity of the individual responsible for
the
claim, including name, address, and taxpayer identification number;
the
amount, status, and history of the claim; and the agency or program
under
which the claim arose.
Policies
and Practices for Storing, Retrieving, Accessing, Retaining,
and
Disposing of Records in the System:
Storage:
Records in this system are stored on paper,
microform, or in
electronic
media.
Retrievability:
Information can be retrieved by social
security account number,
other
assigned identifier, or, in some cases, alphabetically by name or
numerically
by security serial number. In the case of securities
registered
in more than one name, information relating to those
securities
generally can be retrieved only by social security number or
by the
name of the first-named owner.
Safeguards:
Information is contained in secure
buildings, Federal Records
Centers,
or in areas which are occupied either by officers and
responsible
employees of the Department who are subject to personnel
screening
procedures and to the Executive Branch and Treasury
Department
Standards of Conduct or by agents of the Department who are
required
by the Department to maintain proper control over records
while
in
[[Page
42911]]
their
custody. Additionally, since in most cases, numerous steps are
involved
in the retrieval process, unauthorized persons would be unable
to
retrieve information in a meaningful form. Information stored in
electronic
media is safeguarded by automatic data processing security
procedures
in addition to physical security measures. Additionally, for
those
categories of records stored in computers with terminal access,
the
information cannot be obtained or modified without proper passwords
and
preauthorized functional capability.
Retention
and Disposal:
Records of holdings, forms, documents, and
other legal papers which
constitute
the basis for transactions subsequent to original issue are
maintained
for such time as is necessary to protect the legal rights
and
interests of the U.S. Government and the persons affected, or
otherwise
until they are no longer historically significant. Other
records
are disposed of at varying intervals in accordance with records
retention
schedules reviewed and approved by the National Archives and
Records
Administration (NARA). Paper and microform records ready for
disposal
are destroyed by shredding or maceration. Records in
electronic
media are electronically erased using accepted techniques.
System
Manager and Address:
Assistant Commissioner, Office of Retail
Securities, Bureau of the
Public
Debt, 200 Third Street, Parkersburg, WV 26106-5312.
Notification
Procedure:
Individuals may submit their requests for
determination of whether
the
system contains records about them or for access to records as
provided
under ``Records Access Procedures.'' Requests must be made in
compliance
with the applicable regulations (31 CFR part 1, subpart C).
Requests
that do not comply fully with these procedures may result in
noncompliance
with the request, but will be answered to the extent
possible.
Record
Access Procedures:
(1) A request for access to records must be
in writing, signed by
the
individual concerned, identify the system of records, and clearly
indicate
that the request is made pursuant to the Privacy Act of 1974.
If the
individual is seeking access in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but showing a name and signature.
If the
individual is seeking access by mail, identity may be
established
by presenting a signature, address, and one other
identifier
such as a photocopy of an official document bearing the
individual's
signature. The Bureau of the Public Debt reserves the
right
to require additional verification of an individual's identity.
(2) The request must state whether the
requester wishes to be
notified
that the record exists or desires to inspect or obtain a copy
of the
record. If a copy of the record is desired, the requester must
agree
to pay the fees for copying the documents in accordance with 31
CFR
1.26(d)(2)(ii).
(3) Requests by individuals about
securities they own:
(a) For Treasury bills, notes, or bonds
held in the Legacy Treasury
Direct
Book-entry Securities System: Individuals may contact the
nearest
Treasury Retail Securities Site listed in the Appendix to this
system
of records or contact Office of Retail Securities, Bureau of the
Public
Debt, 200 Third Street, Parkersburg, WV 26106-5312. Individuals
should
provide sufficient information, including their social security
number,
to identify themselves as owners of securities and sufficient
information,
including account number, to identify their TreasuryDirect
account.
(b) For all other categories of records in
this system of records:
Individual
owners should contact: Office of Retail Securities, Bureau
of the
Public Debt, 200 Third Street, Parkersburg, WV 26106-5312.
Requests
must contain information to identify themselves including
name,
address, and social security number; the type of security
involved
such as a registered note or bond, an Armed Forces Leave Bond,
etc.;
and, to the extent possible specify the loan, issue date,
denomination,
exact form of registration, and other information about
the
securities.
(4) Requests by individuals who are
representatives of owners or
their
estates require appropriate authority papers. Write to: Office of
Retail
Securities, Bureau of the Public Debt, 200 Third Street,
Parkersburg,
WV 26106-5312, to obtain information on these
requirements.
(5) In all cases: The request for
information will be honored only
if the
identity and right of the requester to the information have been
established.
Contesting
Record Procedures:
Initial amendment requests: (1) A request
by an individual
contesting
the content of records or for correction of records must be
in
writing, signed by the individual involved, identify the system of
records,
and clearly state that the request is made pursuant to the
Privacy
Act of 1974. If the request is made in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but instead showing a name and
signature.
If the request is made by mail, identity may be established
by the
presentation of a signature, address, and one other identifier
such
as a photocopy of an official document bearing the individual's
signature.
The Bureau of the Public Debt reserves the right to require
additional
verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must specify:
(a) The dates of records in question,
(b) The specific records alleged to be
incorrect,
(c) The correction requested, and
(d) The reasons.
(4)
The request must include available evidence in support of the
request.
Appeals from an initial denial of a request
for correction of
records:
(1) An appeal from an initial denial of a request for
correction
of records must be in writing, signed by the individual
involved,
identify the system of records, and clearly state that it is
made
pursuant to the Privacy Act of 1974. If the individual is making
an
appeal in person, identity may be established by the presentation of
a
single official document bearing the individual's photograph or by
the
presentation of two items of identification without the photograph
but
showing a name and signature. If the individual is making an appeal
by
mail, identity may be established by the presentation of a
signature,
address, and one other identifier such as a photocopy of an
official
document bearing the individual's signature. The Bureau of the
Public
Debt reserves the right to require additional verification of an
individual's
identity.
(2) Appellate determinations will be made
by the Commissioner of
the
Public Debt or the delegate of such officer. Appeals must be mailed
to or
delivered personally to: Chief Counsel, Bureau of the Public
Debt,
799 9th Street, NW., Washington, DC 20239-0001 (or as otherwise
provided
for in the applicable appendix to 31 CFR part 1, subpart C),
within
35 days of the individual's receipt of the initial denial of the
requested
correction.
[[Page
42912]]
(3) An appeal must be marked ``Privacy Act
Amendment Appeal'' and
specify:
(a) The records to which the appeal
relates,
(b) The date of the initial request made
for correction of the
records,
and
(c) The date the initial denial of the
request for correction was
received.
(4) An appeal must also specify the reasons
for the requester's
disagreement
with the initial denial of correction and must include any
applicable
supporting evidence.
Record
Source Categories:
Information contained in records in the
system is furnished by the
individuals
or their authorized representatives as listed in
``Categories
of Individuals,'' or is generated within the system
itself.
Exemptions
Claimed For The System:
None.
Appendix
of Treasury Direct Contacts
This appendix lists the mailing addresses
and telephone number of
the
places that individuals may contact to inquire about their
securities
accounts maintained in Legacy Treasury Direct. The toll-free
telephone
number 1-800-722-2678 is used to reach all the locations.
Office of Retail Securities, Bureau of the
Public Debt, 200 Third
Street,
Parkersburg, WV 26106-5312.
Treasury Retail Securities Site, P.O. Box
567, Pittsburgh, PA
15230-0567.
Treasury Retail Securities Site, P.O. Box
9150, Minneapolis, MN
55480-9150.
TREASURY/BPD.004
System
Name:
Controlled Access Security
System--Treasury/BPD.
System
Location:
Bureau of the Public Debt, Parkersburg, WV.
Categories
of Individuals Covered by the System:
Bureau of the Public Debt employees,
employees of contractors or
service
companies, and official visitors.
Categories
of Records in the System:
A record is created for each access to
designated areas and
contains
the individual's name; card number; work shift; access level;
time,
date, and location of each use of the access card at a card
reader.
Authority
for Maintenance of the System:
31 U.S.C. Sec. 321; 41 CFR 101-20.103.
Purpose(s):
Information in this system of records is
collected and maintained
to
allow the Bureau of the Public Debt to control and verify access to
all
Parkersburg, West Virginia Public Debt facilities.
Routine
Uses of Records Maintained in the System, Including Categories
of
Users and the Purposes of Such Uses:
These records may be disclosed to:
(1) Appropriate Federal, State, local, or
foreign agencies
responsible
for investigating or prosecuting the violations of, or for
enforcing
or implementing a statute, rule, regulation, order, or
license;
(2) A Federal, State, or local agency
maintaining civil, criminal,
or
other relevant enforcement information or other pertinent
information,
which has requested information relevant to or necessary
to the
requesting agency's or the bureau's hiring or retention of an
individual,
or issuance of a security clearance, license, contract,
grant,
or other benefit;
(3) A court, magistrate, or administrative
tribunal in the course
of
presenting evidence, including disclosures to opposing counsel or
witnesses
in the course of civil discovery, litigation, or settlement
negotiations,
or in connection with criminal law proceedings, or in
response
to a subpoena;
(4) A Congressional office in response to
an inquiry made at the
request
of the individual to whom the record pertains;
(5) Unions recognized as exclusive bargaining
representatives under
the
Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114,
arbitrators
and other parties responsible for the administration of the
Federal
labor-management program if needed in the performance of their
authorized
duties; and
(6) To appropriate agencies, entities, and
persons when (a) the
Department
suspects or has confirmed that the security or
confidentiality
of information in the system of records has been
compromised;
(b) the Department has determined that as a result of the
suspected
or confirmed compromise there is a risk of harm to economic
or
property interests, identity theft or fraud, or harm to the security
or
integrity of this system or other systems or programs (whether
maintained
by the Department or another agency or entity) that rely
upon
the compromised information; and (c) the disclosure made to such
agencies,
entities, and persons is reasonably necessary to assist in
connection
with the Department's efforts to respond to the suspected or
confirmed
compromise and prevent, minimize, or remedy such harm.
Policies
and Practices for Storing, Retrieving, Accessing, Retaining,
and
Disposing of Records in the System:
Storage:
Records in this system are stored on paper,
microform, or in
electronic
media.
Retrievability:
Information on individuals can be retrieved
by name or card number
or
other assigned identifier.
Safeguards:
Both the central system and the peripheral
system will have limited
accessibility.
Paper records and magnetic disks are maintained in
locked
file cabinets with access limited to those personnel whose
official
duties require access, such as the systems manager, Bureau
security
officials, and employee relations specialists. Access to
terminals
is limited through the use of passwords to those personnel
whose
official duties require access, as for paper records.
Retention
and Disposal:
The retention period is for five years.
Paper and microform records
ready
for disposal are destroyed by shredding or maceration. Records in
electronic
media are electronically erased using accepted techniques.
System
Manager and Address:
Assistant Commissioner, Office of
Management Services, Division of
Security
and Emergency Preparedness, Bureau of the Public Debt, 200
Third
Street, Parkersburg, WV 26106-5312.
Notification
Procedure:
Individuals may submit their requests for
determination of whether
the
system contains records about them or for access to records as
provided
under ``Records Access Procedures.'' Requests must be made in
compliance
with the applicable regulations (31 CFR part 1, subpart C).
Requests
that do not comply fully with these procedures may result in
noncompliance
with the request, but will be answered to the extent
possible.
Record
Access Procedures:
(1) A request for access to records must be
in writing, signed by
the
individual concerned, identify the system of records, and clearly
indicate
that the request is made pursuant to the Privacy Act of 1974.
If the
individual is seeking access in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
[[Page
42913]]
identification
without the photograph but showing a name and signature.
If the
individual is seeking access by mail, identity may be
established
by presenting a signature, address, and one other
identifier
such as a photocopy of an official document bearing the
individual's
signature. The Bureau of the Public Debt reserves the
right
to require additional verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must state whether the
requester wishes to be
notified
that the record exists or desires to inspect or obtain a copy
of the
record. If a copy of the record is desired, the requester must
agree
to pay the fees for copying the documents in accordance with 31
CFR
1.26(d)(2)(ii).
Contesting
Record Procedures:
Initial amendment requests: (1) A request
by an individual
contesting
the content of records or for correction of records must be
in
writing, signed by the individual involved, identify the system of
records,
and clearly state that the request is made pursuant to the
Privacy
Act of 1974. If the request is made in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but instead showing a name and
signature.
If the request is made by mail, identity may be established
by the
presentation of a signature, address, and one other identifier
such
as a photocopy of an official document bearing the individual's
signature.
The Bureau of the Public Debt reserves the right to require
additional
verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must specify:
(a) The dates of records in question,
(b) The specific records alleged to be
incorrect,
(c) The correction requested, and
(d) The reasons.
(4) The request must include available
evidence in support of the
request.
Appeals from an initial denial of a request
for correction of
records:
(1) An appeal from an initial denial of a request for
correction
of records must be in writing, signed by the individual
involved,
identify the system of records, and clearly state that it is
made
pursuant to the Privacy Act of 1974. If the individual is making
an
appeal in person, identity may be established by the presentation of
a
single official document bearing the individual's photograph or by
the
presentation of two items of identification without the photograph
but
showing a name and signature. If the individual is making an appeal
by
mail, identity may be established by the presentation of a
signature,
address, and one other identifier such as a photocopy of an
official
document bearing the individual's signature. The Bureau of the
Public
Debt reserves the right to require additional verification of an
individual's
identity.
(2) Appellate determinations will be made
by the Commissioner of
the
Bureau of the Public Debt or the delegate of such officer. Appeals
must
be mailed to or delivered personally to: Chief Counsel, Bureau of
the
Public Debt, 799 9th Street, NW., Washington, DC 20239-0001 (or as
otherwise
provided for in the applicable appendix to 31 CFR part 1,
subpart
C), within 35 days of the individual's receipt of the initial
denial
of the requested correction.
(3) An appeal must be marked ``Privacy Act
Amendment Appeal'' and
specify:
(a) The records to which the appeal
relates,
(b) The date of the initial request made
for correction of the
records,
and
(c) The date the initial denial of the
request for correction was
received.
(4) An appeal must also specify the reasons
for the requester's
disagreement
with the initial denial of correction and must include any
applicable
supporting evidence.
Record
Source Categories:
The individual concerned, his/her
supervisor, or an official of the
individual's
firm or agency.
Exemptions
Claimed For The System:
None.
TREASURY/BPD.005
System
Name:
Employee Assistance Records--Treasury/BPD.
System
Location:
This system covers Bureau of the Public
Debt employee assistance
records
that are maintained by another Federal, State, or local
government,
or contractor under an agreement with the Bureau of the
Public
Debt directly or through another entity to provide the Employee
Assistance
Program (EAP) functions. The address of the other agency or
contractor
may be obtained from the system manager below.
Categories
of Individuals Covered by the System:
Bureau of the Public Debt employees and
former employees who will
be or
have been counseled, either by self-referral or supervisory-
referral
regarding drug abuse, alcohol, emotional health, or other
personal
problems. Where applicable, this system also covers family
members
of these employees when the family member utilizes the services
of the
EAP as part of the employee's counseling or treatment process.
Categories
of Records in the System:
This system contains records of each
employee and, in some cases,
family
members of the employee who have utilized the Employee
Assistance
Program for a drug, alcohol, emotional, or personal problem.
Examples
of information which may be found in each record are the
individual's
name, social security number, date of birth, grade, job
title,
home address, telephone numbers, supervisor's name and telephone
number,
assessment of problem, and referrals to treatment facilities
and
outcomes.
Authority
for Maintenance of the System:
5 U.S.C. 301, 7361, 7362, 7904; 44 U.S.C.
3101.
Purpose(s):
To provide a history and record of the
employee counseling session.
Routine
Uses of Records Maintained in the System, Including Categories
of
Users and the Purposes of Such Uses:
These
records may be disclosed to:
(1) An entity under contract with the
Bureau of the Public Debt for
the
purpose of providing the EAP function;
(2) Medical personnel to the extent
necessary to meet a bona fide
medical
emergency in accordance with the Confidentiality of Alcohol and
Drug
Abuse Patient Records regulations (42 CFR part 2);
(3) Qualified personnel for the purpose of
conducting scientific
research,
management audits, financial audits, or program evaluation,
provided
individual identifiers are not disclosed in any manner, in
accordance
with the Confidentiality of Alcohol and Drug Abuse Patient
Records
regulations (42 CFR part 2);
(4) A third party upon authorization by an
appropriate order of a
court
of competent jurisdiction granted after application showing good
cause
therefore, in accordance with the Confidentiality of Alcohol and
Drug
Abuse Patient Records regulations (42 CFR part 2);
[[Page
42914]]
(5) The Department of Justice or other
appropriate Federal agency
in
defending claims against the United States when the records are not
covered
by the Confidentiality of Alcohol and Drug Abuse Patient
Records
regulations at 42 CFR part 2; and
(6) To appropriate agencies, entities, and
persons when (a) the
Department
suspects or has confirmed that the security or
confidentiality
of information in the system of records has been
compromised;
(b) the Department has determined that as a result of the
suspected
or confirmed compromise there is a risk of harm to economic
or
property interests, identity theft or fraud, or harm to the security
or
integrity of this system or other systems or programs (whether
maintained
by the Department or another agency or entity) that rely
upon
the compromised information; and (c) the disclosure made to such
agencies,
entities, and persons is reasonably necessary to assist in
connection
with the Department's efforts to respond to the suspected or
confirmed
compromise and prevent, minimize, or remedy such harm.
Policies
and Practices for Storing, Retrieving, Accessing, Retaining,
and
Disposing of Records in the System:
Storage:
Records in this system are stored on paper,
microform, or in
electronic
media.
Retrievability:
These records are retrieved by the name and
social security number
or
other assigned identifier of the individual on whom they are
maintained.
Safeguards:
Records are maintained in a secure room in
a locked file cabinet,
safe,
or similar container when not in use. Automated records are
protected
by restricted access procedures. Access to records is
strictly
limited to agency or contractor officials with a bona fide
need
for the records. When the Bureau of the Public Debt contracts with
an
entity for the purpose of providing the EAP functions, the
contractor
shall be required to maintain Privacy Act safeguards with
respect
to such records.
Retention
and Disposal:
The retention period is three years after
termination of counseling
or
until any litigation is resolved, after which the records are
destroyed.
System
Manager and Address:
Executive Director, Administrative Resource
Center, Human Resources
Division,
Bureau of the Public Debt, 200 Third Street, Parkersburg, WV
26106-5312.
Notification
Procedure:
Individuals may submit their requests for
determination of whether
the
system contains records about them or for access to records as
provided
under ``Records Access Procedures.'' Requests must be made in
compliance
with the applicable regulations (31 CFR part 1, subpart C).
Requests
that do not comply fully with these procedures may result in
noncompliance
with the request, but will be answered to the extent
possible.
Record
Access Procedures:
After you contact the contractor, following
are the steps that will
be
required:
(1) Submit requests to the contractor. For
information about how to
contact
the contractor, write to the appropriate office as shown under
``System
Manager and Address'' above.
(2) A request for access to records must be
in writing, signed by
the
individual concerned, identify the system of records, and clearly
indicate
that the request is made pursuant to the Privacy Act of 1974.
If the
individual is seeking access in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but showing a name and signature.
If the
individual is seeking access by mail, identity may be
established
by presenting a signature, address, and one other
identifier
such as a photocopy of an official document bearing the
individual's
signature. The contractor reserves the right to require
additional
verification of an individual's identity.
(3) The request must state whether the
requester wishes to be
notified
that the record exists or desires to inspect or obtain a copy
of the
record. If a copy of the record is desired, the requester must
agree
to pay the fees for copying the documents in accordance with 31
CFR
1.26(d)(2)(ii).
Contesting
Record Procedures:
Initial amendment requests: After you
contact the contractor,
following
are the steps that will be required:
(1) A request by an individual contesting
the content of records or
for
correction of records must be in writing, signed by the individual
involved,
identify the system of records, and clearly state that the
request
is made pursuant to the Privacy Act of 1974. If the request is
made
in person, identity may be established by the presentation of a
single
official document bearing the individual's photograph or by the
presentation
of two items of identification without the photograph but
instead
showing a name and signature. If the request is made by mail,
identity
may be established by the presentation of a signature,
address,
and one other identifier such as a photocopy of an official
document
bearing the individual's signature. The contractor reserves
the
right to require additional verification of an individual's
identity.
(2)
Submit requests to the contractor. For information about how to
contact
the contractor, write to the appropriate office as shown under
``System
Manager and Address'' above.
(3) The request must specify:
(a) The dates of records in question,
(b) The specific records alleged to be
incorrect,
(c) The correction requested, and
(d) The reasons.
(4) The request must include available
evidence in support of the
request.
Appeals from an initial denial of a request
for correction of
records:
(1) An appeal from an initial denial of a
request for correction of
records
must be in writing, signed by the individual involved, identify
the
system of records, and clearly state that it is made pursuant to
the
Privacy Act of 1974. If the individual is making an appeal in
person,
identity may be established by the presentation of a single
official
document bearing the individual's photograph or by the
presentation
of two items of identification without the photograph but
showing
a name and signature. If the individual is making an appeal by
mail,
identity may be established by the presentation of a signature,
address,
and one other identifier such as a photocopy of an official
document
bearing the individual's signature. The Bureau of the Public
Debt
reserves the right to require additional verification of an
individual's
identity.
(2) Appellate determinations will be made
by the Commissioner of
the
Bureau of the Public Debt or the delegate of such officer. Appeals
must
be mailed to or delivered personally to: Chief Counsel, Bureau of
the
Public Debt, 799 9th Street, NW., Washington, DC 20239-0001 (or as
otherwise
provided for in the applicable appendix to 31 CFR part 1,
subpart
C), within 35 days of the individual's receipt of the initial
denial
of the requested correction.
(3) An appeal must be marked ``Privacy Act
Amendment Appeal'' and
specify:
(a) The records to which the appeal
relates,
[[Page
42915]]
(b) The date of the initial request made
for correction of the
records,
and
(c) The date the initial denial of the
request for correction was
received.
(4) An appeal must also specify the reasons
for the requester's
disagreement
with the initial denial of correction and must include any
applicable
supporting evidence.
Record
Source Categories:
Information in this system of records comes
from the individual to
whom
it applies, the supervisor of the individual if the individual was
referred
by a supervisor, or the contractor's staff member who records
the
counseling session.
Exemptions
Claimed For The System:
None.
TREASURY/BPD.006
System
Name:
Health Service Program
Records--Treasury/BPD.
System
Location:
Bureau of the Public Debt locations at 200
Third Street,
Parkersburg,
WV; and Avery Street Building, 320 Avery Street,
Parkersburg,
WV.
Categories
of Individuals Covered by the System:
(1) Bureau of the Public Debt employees who
receive services under
the
Federal Employee Health Services Program from the Bureau of the
Public
Debt Health Unit in Parkersburg, West Virginia.
(2) Federal employees of other
organizations in the Parkersburg,
West
Virginia vicinity who receive services under the Federal Employee
Health
Services Program from the Bureau of the Public Debt Health Unit
in
Parkersburg, West Virginia.
(3) Non-Federal individuals working in or
visiting the buildings,
who
may receive emergency treatment from the Bureau of the Public Debt
Health
Unit in Parkersburg, West Virginia.
Categories
of Records in the System:
This system is comprised of records
developed as a result of an
individual's
utilization of services provided under the Federal
Government's
Health Service Program. These records contain information
such
as: Examination, diagnostic, assessment and treatment data;
laboratory
findings; nutrition and dietetic files; nursing notes;
immunization
records; blood donor records; CPR training; First Aider;
names,
social security number, date of birth, handicap code, addresses,
and
telephone numbers of individual; name, address, and telephone
number
of individual's physician; name, address, and telephone number
of
hospital; name, address, and telephone number of emergency contact;
and
information obtained from the individual's physician; and record of
requested
accesses by any Bureau of the Public Debt employee (other
than
Health Unit personnel) who has an official need for the
information.
Note: This system does not cover records
related to counseling
for
drug, alcohol, or other problems covered by System No. Treasury/
BPD.005-Employee
Assistance Records. Medical records relating to a
condition
of employment or an on-the-job occurrence are covered by
the
Office of Personnel Management's System of Records No. OPM/GOVT-
10-Employee
Medical File System Records.
authority
for maintenance of the system:
5 U.S.C. 7901.
Purpose(s):
These records document an individual's
utilization on a voluntary
basis
of health services provided under the Federal Government's Health
Service
Program at the Health Unit at the Bureau of the Public Debt in
Parkersburg,
West Virginia. Data is necessary to ensure proper
evaluation,
diagnosis, treatment, and referral to maintain continuity
of
care; a medical history of care received by the individual; planning
for
further care of the individual; a means of communication among
health
care members who contribute to the individual's care; a legal
document
of health care rendered; a tool for evaluating the quality of
health
care rendered.
Routine
Uses of Records Maintained in the System, Including Categories
of
Users and the Purposes of Such Uses:
These records may be disclosed to:
(1) Medical personnel under a contract
agreement with the Bureau of
the
Public Debt;
(2) A Federal, State, or local public
health service agency as
required
by applicable law, concerning individuals who have contracted
certain
communicable diseases or conditions. Such information is used
to
prevent further outbreak of the disease or condition;
(3) Appropriate Federal, State, or local
agencies responsible for
investigation
of an accident, disease, medical condition, or injury as
required
by pertinent legal authority;
(4) The Department of Justice when seeking
legal advice or when
(a) The Department of the Treasury (agency)
or
(b) The Bureau of the Public Debt, or
(c) Any employee of the agency in his or
her official capacity, or
(d) Any employee of the agency in his or
her individual capacity
where
the Department of Justice has agreed to represent the employee,
or
(e) The United States, where the agency
determines that litigation
is
likely to affect the agency or the Bureau of the Public Debt, is a
party
to litigation or has an interest in such litigation, and the use
of such
records by the Department of Justice is deemed by the agency to
be
relevant and necessary to the litigation;
(5) A Federal agency responsible for
administering benefits
programs
in connection with a claim for benefits filed by an employee;
(6) A Congressional office from the record
of an individual in
response
to an inquiry from the Congressional office made at the
request
of that individual;
(7) A court, magistrate, or administrative
tribunal in the course
of
presenting evidence, including disclosures to opposing counsel or
witnesses
in the course of civil discovery, litigation, or settlement
negotiations,
or in response to a subpoena or in connection with
criminal
law proceedings; and
(8) To appropriate agencies, entities, and
persons when (a) the
Department
suspects or has confirmed that the security or
confidentiality
of information in the system of records has been
compromised;
(b) the Department has determined that as a result of the
suspected
or confirmed compromise there is a risk of harm to economic
or
property interests, identity theft or fraud, or harm to the security
or
integrity of this system or other systems or programs (whether
maintained
by the Department or another agency or entity) that rely
upon
the compromised information; and (c) the disclosure made to such
agencies,
entities, and persons is reasonably necessary to assist in
connection
with the Department's efforts to respond to the suspected or
confirmed
compromise and prevent, minimize, or remedy such harm.
Policies
and Practices for Storing, Retrieving, Accessing, Retaining,
and
Disposing of Records in the System:
Storage:
Records in this system are stored on paper,
or in electronic media.
Retrievability:
These records are retrieved by the name or
other assigned
identifier
of the individual to whom they pertain.
[[Page
42916]]
Safeguards:
These records are maintained in a secured
room with access limited
to
Health Unit personnel whose duties require access. Medical personnel
under
a contract agreement who have access to these records are
required
to maintain adequate safeguards with respect to such records.
Retention
and Disposal:
Records are maintained in accordance with
National Archives and
Records
Administration retention schedules. Paper and microform records
ready
for disposal are destroyed by shredding or maceration. Records in
electronic
media are electronically erased using accepted techniques.
System
Manager and Address:
Assistant Commissioner, Office of Management
Services, Division of
Administrative
Services, Bureau of the Public Debt, 200 Third Street,
Parkersburg,
WV 26106-5312.
Notification
Procedure:
Individuals may submit their requests for
determination of whether
the
system contains records about them or for access to records as
provided
under ``Records Access Procedures.'' Requests must be made in
compliance
with the applicable regulations (31 CFR part 1, subpart C).
Requests
that do not comply fully with these procedures may result in
noncompliance
with the request, but will be answered to the extent
possible.
Record
Access Procedures:
(1) A request for access to records must be
in writing, signed by
the
individual concerned, identify the system of records, and clearly
indicate
that the request is made pursuant to the Privacy Act of 1974.
If the
individual is seeking access in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but showing a name and signature.
If the
individual is seeking access by mail, identity may be
established
by presenting a signature, address, and one other
identifier
such as a photocopy of an official document bearing the
individual's
signature. The Bureau of the Public Debt reserves the
right
to require additional verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must state whether the
requester wishes to be
notified
that the record exists or desires to inspect or obtain a copy
of the
record. If a copy of the record is desired, the requester must
agree
to pay the fees for copying the documents in accordance with 31
CFR
1.26(d)(2)(ii).
An individual who requests access to a
Health Service Program
Record
shall, at the time the request is made, designate in writing the
name
of a responsible representative who will be willing to review the
record
and inform the subject individual of its content. This does not
permit
the representative to withhold the records from the requester.
Rather,
the representative is expected to provide access to the records
while
explaining sensitive or complex information contained in the
records.
Contesting
Record Procedures:
Initial amendment requests: (1) A request
by an individual
contesting
the content of records or for correction of records must be
in
writing, signed by the individual involved, identify the system of
records,
and clearly state that the request is made pursuant to the
Privacy
Act of 1974. If the request is made in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but instead showing a name and
signature.
If the request is made by mail, identity may be established
by the
presentation of a signature, address, and one other identifier
such
as a photocopy of an official document bearing the individual's
signature.
The Bureau of the Public Debt reserves the right to require
additional
verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must specify:
(a) The dates of records in question,
(b) The specific records alleged to be
incorrect,
(c) The correction requested, and
(d) The reasons.
(4) The request must include available
evidence in support of the
request.
Appeals from an initial denial of a request
for correction of
records:
(1) An appeal from an initial denial of a request for
correction
of records must be in writing, signed by the individual
involved,
identify the system of records, and clearly state that it is
made
pursuant to the Privacy Act of 1974. If the individual is making
an
appeal in person, identity may be established by the presentation of
a
single official document bearing the individual's photograph or by
the
presentation of two items of identification without the photograph
but
showing a name and signature. If the individual is making an appeal
by
mail, identity may be established by the presentation of signature,
address,
and one other identifier such as a photocopy of an official
document
bearing the individual's signature. The Bureau of the Public
Debt
reserves the right to require additional verification of an
individual's
identity.
(2) Appellate determinations will be made
by the Commissioner of
the
Bureau of the Public Debt or the delegate of such officer. Appeals
must
be mailed to or delivered personally to: Chief Counsel, Bureau of
the
Public Debt, 799 9th Street, NW., Washington, DC 20239-0001 (or as
otherwise
provided for in the applicable appendix to 31 CFR part 1,
subpart
C), within 35 days of the individual's receipt of the initial
denial
of the requested correction.
(3) An appeal must be marked ``Privacy Act
Amendment Appeal'' and
specify:
(a)
The records to which the appeal relates,
(b) The date of the initial request made
for correction of the
records,
and
(c) The date the initial denial of the
request for correction was
received.
(4) An appeal must also specify the reasons
for the requester's
disagreement
with the initial denial of correction and must include any
applicable
supporting evidence.
Record
Source Categories:
Information in this system of records comes
from the individual to
whom
it applies; laboratory reports and test results; Health Unit
physicians,
nurses, and other medical technicians who have examined,
tested,
or treated the individual; the individual's personal physician;
other
Federal employee health units; and other Federal agencies.
Exemptions
Claimed For The System:
None.
TREASURY/BPD.007
System
Name:
Gifts to Reduce the Public
Debt--Treasury/BPD.
System
Location:
Bureau of the Public Debt, 200 Third
Street, Parkersburg, WV.
Categories
of Individuals Covered by the System:
Donors of gifts to reduce the public debt.
[[Page
42917]]
Categories
of Records in the System:
Correspondence; copies of checks, money
orders, or other payments;
copies
of wills and other legal documents; and other material related
to
gifts to reduce the public debt, received on or after October 1,
1984,
by the Bureau of the Public Debt either directly from the donor
through
the donor's Congressional or other representative.
Note: This system does not cover gifts to
reduce the public
debt
received prior to October 1, 1984, when the Financial
Management
Service handled this function. This system of records
does
not cover gifts sent to other agencies, such as gifts sent with
one's
Federal income tax return to the Internal Revenue Service.
This
system does not include any other gifts to the United States.
Authority
for Maintenance of the System:
31 U.S.C. 3113.
Purpose(s):
These records document the receipt from
donors of gifts to reduce
the
public debt. They provide a record of correspondence acknowledging
receipt,
information concerning any legal matters, and a record of
depositing
the gift and accounting for it.
Routine
Uses of Records Maintained in the System, Including Categories
of
Users and the Purposes of Such Uses:
These records may be used to:
(1) Disclose pertinent information to
appropriate Federal, State,
local,
or foreign agencies responsible for investigating or prosecuting
the
violations of, or for enforcing or implementing a statute, rule,
regulation,
order, or license;
(2) Disclose information to a court,
magistrate, or administrative
tribunal
in the course of presenting evidence including disclosures to
opposing
counsel or witnesses in the course of civil discovery,
litigation,
or settlement negotiations, or in response to a subpoena,
or in
connection with criminal law proceedings;
(3) Provide information to a Congressional
office in response to an
inquiry
made at the request of the individual to whom the record
pertains;
(4) Disclose information to agents or
contractors of the Department
for
the purpose of administering the public debt of the United States;
(5) Disclose information to a legal
representative of a deceased
donor
for the purpose of properly administering the estate of the
deceased;
(6) Disclose information to the Internal
Revenue Service for the
purpose
of confirming whether a tax-deductible event has occurred;
(7) The Department of Justice when seeking
legal advice or when
(a) The Department of the Treasury (agency)
or
(b) The Bureau of the Public Debt, or
(c) Any employee of the agency in his or
her official capacity, or
(d) Any employee of the agency in his or
her individual capacity
where
the Department of Justice has agreed to represent the employee,
or
(e) The United States, where the agency
determines that litigation
is
likely to affect the agency or the Bureau of the Public Debt, is a
party
to litigation or has an interest in such litigation, and the use
of
such records by the Department of Justice is deemed by the agency to
be
relevant and necessary to the litigation;
(8) To appropriate agencies, entities, and
persons when (a) the
Department
suspects or has confirmed that the security or
confidentiality
of information in the system of records has been
compromised;
(b) the Department has determined that as a result of the
suspected
or confirmed compromise there is a risk of harm to economic
or
property interests, identity theft or fraud, or harm to the security
or integrity
of this system or other systems or programs (whether
maintained
by the Department or another agency or entity) that rely
upon
the compromised information; and (c) the disclosure made to such
agencies,
entities, and persons is reasonably necessary to assist in
connection
with the Department's efforts to respond to the suspected or
confirmed
compromise and prevent, minimize, or remedy such harm.
Policies
and Practices for Storing, Retrieving, Accessing, Retaining,
and
Disposing of Records in the System:
Storage:
Records in this system are stored on paper,
microform, or in
electronic
media.
Retrievability:
These records are retrieved by the name of
the donor; amount of
gift;
type of gift; date of gift; social security number of donor, if
provided;
control number; check number; State code; or other assigned
identifier.
Safeguards:
These records are maintained in controlled
access areas. Automated
records
are protected by restricted access procedures. Checks and other
payments
are stored in locked safes with access limited to personnel
whose
duties require access.
Retention
and Disposal:
Records of gifts to reduce the public debt
are maintained in
accordance
with National Archives and Records Administration retention
schedules.
Paper and microform records ready for disposal are destroyed
by
shredding or maceration. Records in electronic media are
electronically
erased using accepted techniques.
System
Manager and Address:
(A) Customer Service Records: Assistant
Commissioner, Office of
Retail
Securities, Division of Accounting and Risk Management, Bureau
of the
Public Debt, 200 Third Street, Parkersburg, WV 26106-5312.
(B) Accounting Records: Assistant
Commissioner, Office of Public
Debt
Accounting, Bureau of the Public Debt, 200 Third Street,
Parkersburg,
WV 26106-5312.
Notification
Procedure:
Individuals may submit their requests for
determination of whether
the
system contains records about them or for access to records as
provided
under ``Records Access Procedures.'' Requests must be made in
compliance
with the applicable regulations (31 CFR part 1, subpart C).
Requests
that do not comply fully with these procedures may result in
noncompliance
with the request, but will be answered to the extent
possible.
Record
Access Procedures:
(1) A request for access to records must be
in writing, signed by
the
individual concerned, identify the system of records, and clearly
indicate
that the request is made pursuant to the Privacy Act of 1974.
If the
individual is seeking access in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but showing a name and signature.
If the
individual is seeking access by mail, identity may be
established
by presenting a signature, address, and one other
identifier
such as a photocopy of an official document bearing the
individual's
signature. The Bureau of the Public Debt reserves the
right
to require additional verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must state whether the
requester wishes to be
notified
that the record exists or desires to inspect or obtain a copy
of the
record. If a copy of the record is desired, the requester must
agree
to pay the fees for copying the
[[Page
42918]]
documents
in accordance with 31 CFR 1.26(d)(2)(ii).
Contesting
Record Procedures:
Initial amendment requests: (1) A request
by an individual
contesting
the content of records or for correction of records must be
in
writing, signed by the individual involved, identify the system of
records,
and clearly state that the request is made pursuant to the
Privacy
Act of 1974. If the request is made in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but instead showing a name and
signature.
If the request is made by mail, identity may be established
by the
presentation of a signature, address, and one other identifier
such
as a photocopy of an official document bearing the individual's
signature.
The Bureau of the Public Debt reserves the right to require
additional
verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must specify:
(a) The dates of records in question,
(b) The specific records alleged to be
incorrect,
(c) The correction requested, and
(d) The reasons.
(4) The request must include available
evidence in support of the
request.
Appeals from an initial denial of a request
for correction of
records:
(1) An appeal from an initial denial of a request for
correction
of records must be in writing, signed by the individual
involved,
identify the system of records, and clearly state that it is
made
pursuant to the Privacy Act of 1974. If the individual is making
an
appeal in person, identity may be established by the presentation of
a
single official document bearing the individual's photograph or by
the
presentation of two items of identification without the photograph
but
showing a name and signature. If the individual is making an appeal
by
mail, identity may be established by the presentation of a
signature,
address, and one other identifier such as a photocopy of an
official
document bearing the individual's signature. The Bureau of the
Public
Debt reserves the right to require additional verification of an
individual's
identity.
(2) Appellate determinations will be made
by the Commissioner of
the Bureau
of the Public Debt or the delegate of such officer. Appeals
must
be mailed to or delivered personally to: Chief Counsel, Bureau of
the
Public Debt, 799 9th Street, NW., Washington, DC 20239-0001 (or as
otherwise
provided for in the applicable appendix to 31 CFR part 1,
subpart
C), within 35 days of the individual's receipt of the initial
denial
of the requested correction.
(3) An appeal must be marked ``Privacy Act
Amendment Appeal'' and
specify:
(a) The records to which the appeal relates,
(b) The date of the initial request made
for correction of the
records,
and
(c) The date the initial denial of the
request for correction was
received.
(4) An appeal must also specify the reasons
for the requester's
disagreement
with the initial denial of correction and must include any
applicable
supporting evidence.
Record
Source Categories:
Information in this system of records comes
from the individual to
whom
it applies, executors, administrators, and other involved persons.
Exemptions
Claimed For The System:
None.
TREASURY/BPD.008
System
Name:
Retail Treasury Securities Access
Application--Treasury/BPD.
System
Location:
Bureau of the Public Debt locations at 200
Third Street,
Parkersburg,
WV; Second and Avery Streets, Parkersburg, WV; 320 Avery
Street,
Parkersburg, WV; and 799 9th Street, NW., Washington, DC.
Categories
of Individuals Covered by the System:
Records cover those individuals who provide
information to create
an
account in TreasuryDirect for the purchase of United States Treasury
securities
through the Internet.
Categories
of Records in the System:
This system collects and uses personal
information to ensure the
accurate
identification of individuals who have an account in
TreasuryDirect
or to provide personalized service to these individuals.
The
types of personal information presently include or potentially
could
include the following:
(a) Personal identifiers (name, including
previous name used;
social
security number; physical and electronic addresses; telephone,
fax,
and pager numbers);
(b) Authentication aids (personal
identification number, password,
account
number, shared-secret identifier, digitized signature, or other
unique
identifier);
(c) Customer demographics (age, gender,
marital status, income,
number
in household, etc.); and
(d) Customer preferences (favorite color,
hobby, magazine, etc.;
preferred
sources for information, such as television, newspaper,
Internet,
etc.; or dates of importance to the customer, such as birth,
anniversary,
etc.).
Authority
for Maintenance of the System:
5 U.S.C. 301; 31 U.S.C. 3101, et seq.
Purpose(s):
Information in this system of records is
collected and maintained
to
identify the individuals doing electronic business with the Bureau
of the
Public Debt. The information is required for individuals who
invest
in Treasury securities by using the Internet to purchase
securities
and conduct related transactions. The records are also used
to
improve service to those individuals.
Routine
Uses of Records Maintained in the System, Including Categories
of
Users and the Purposes of Such Uses:
These records may be disclosed to:
(1) Appropriate Federal, State, local, or
foreign agencies or other
public
authority responsible for investigating or prosecuting the
violations
of, or for enforcing or implementing a statute, rule,
regulation,
order or license where the disclosing agency becomes aware
of an
indication of a violation or potential violation of civil or
criminal
law or regulation;
(2) A court, magistrate, or administrative
tribunal in the course
of
presenting evidence, including disclosures to opposing counsel or
witnesses
in the course of civil discovery, litigation, or settlement
negotiations,
or in response to a court-ordered subpoena, or in
connection
with criminal law proceedings where relevant or potentially
relevant
to a proceeding;
(3) A Congressional office in response to
an inquiry made at the
request
of the individual to whom the record pertains;
(4) Agents or contractors who have been
engaged to assist the
Bureau
of the Public Debt in the performance of a service related to
this
system of records and who need to have access to the records in
order
to perform the activity;
(5) The Department of Justice when seeking
legal advice or when
(a) The Department of the Treasury (agency)
or
(b) The Bureau of the Public Debt, or
(c) Any employee of the agency in his or
her official capacity, or
[[Page
42919]]
(d) Any employee of the agency in his or
her individual capacity
where
the Department of Justice has agreed to represent the employee,
or
(e) The United States, where the agency
determines that litigation
is
likely to affect the agency or the Bureau of the Public Debt, is a
party
to litigation or has an interest in such litigation, and the use
of
such records by the Department of Justice is deemed by the agency to
be
relevant and necessary to the litigation; and
(6) To appropriate agencies, entities, and
persons when (a) the
Department
suspects or has confirmed that the security or
confidentiality
of information in the system of records has been
compromised;
(b) the Department has determined that as a result of the
suspected
or confirmed compromise there is a risk of harm to economic
or
property interests, identity theft or fraud, or harm to the security
or
integrity of this system or other systems or programs (whether
maintained
by the Department or another agency or entity) that rely
upon
the compromised information; and (c) the disclosure made to such
agencies,
entities, and persons is reasonably necessary to assist in
connection
with the Department's efforts to respond to the suspected or
confirmed
compromise and prevent, minimize, or remedy such harm.
Policies
and Practices for Storing, Retrieving, Accessing, Retaining,
and
Disposing of Records in the System:
Storage:
Records are maintained on electronic media,
multiple client-server
platforms
that are backed up to magnetic tape, microform, or other
storage
media, and/or hard copy.
Retrievability:
Records may be retrieved by name, alias
names, social security
number,
account number, or other unique identifier.
Safeguards:
The Bureau of the Public Debt has sophisticated
Internet firewall
security
via hardware and software configurations as well as specific
monitoring
tools. Records are maintained in controlled access areas.
Identification
cards are verified to ensure that only authorized
personnel
are present. Electronic records are protected by restricted
access
procedures, including the use of passwords, sign-on protocols,
and
user authentication that are periodically changed. Only employees
whose
official duties require access are allowed to view, administer,
and
control these records.
Retention
and Disposal:
Records are disposed of at varying
intervals in accordance with
records
retention schedules reviewed and approved by the National
Archives
and Records Administration (NARA). Paper and microform records
ready
for disposal are destroyed by shredding or maceration. Records in
electronic
media are electronically erased using accepted techniques.
System
Manager and Address:
Assistant Commissioner and Chief
Information Officer, Office of
Information
Technology, 200 Third Street, Parkersburg, WV 26106-5312.
Notification
Procedure:
Individuals may submit their requests for
determination of whether
the
system contains records about them or for access to records as
provided
under ``Records Access Procedures.'' Requests must be made in
compliance
with the applicable regulations (31 CFR part 1, subpart C).
Requests
that do not comply fully with these procedures may result in
noncompliance
with the request, but will be answered to the extent
possible.
Record
Access Procedures:
(1) A request for access to records must be
in writing, signed by
the
individual concerned, identify the system of records, and clearly
indicate
that the request is made pursuant to the Privacy Act of 1974.
If the
individual is seeking access in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but showing a name and signature.
If the
individual is seeking access by mail, identity may be
established
by presenting a signature, address, and one other
identifier
such as a photocopy of an official document bearing the
individual's
signature. The Bureau of the Public Debt reserves the
right
to require additional verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must state whether the
requester wishes to be
notified
that the record exists or desires to inspect or obtain a copy
of the
record. If a copy of the record is desired, the requester must
agree
to pay the fees for copying the documents in accordance with 31
CFR
1.26(d)(2)(ii).
Contesting
Record Procedures:
Initial amendment requests: (1) A request
by an individual
contesting
the content of records or for correction of records must be
in
writing, signed by the individual involved, identify the system of
records,
and clearly state that the request is made pursuant to the
Privacy
Act of 1974. If the request is made in person, identity may be
established
by the presentation of a single official document bearing
the
individual's photograph or by the presentation of two items of
identification
without the photograph but instead showing a name and
signature.
If the request is made by mail, identity may be established
by the
presentation of a signature, address, and one other identifier
such
as a photocopy of an official document bearing the individual's
signature.
The Bureau of the Public Debt reserves the right to require
additional
verification of an individual's identity.
(2) Submit requests to the appropriate
office as shown under
``System
Manager and Address'' above.
(3) The request must specify:
(a) The dates of records in question,
(b) The specific records alleged to be
incorrect,
(c) The correction requested, and
(d) The reasons.
(4) The request must include available
evidence in support of the
request.
Appeals from an initial denial of a request
for correction of
records:
(1) An appeal from an initial denial of a request for
correction
of records must be in writing, signed by the individual
involved,
identify the system of records, and clearly state that it is
made
pursuant to the Privacy Act of 1974. If the individual is making
an
appeal in person, identity may be established by the presentation of
a
single official document bearing the individual's photograph or by
the
presentation of two items of identification without the photograph
but
showing a name and signature. If the individual is making an appeal
by
mail, identity may be established by the presentation of a
signature,
address, and one other identifier such as a photocopy of an
official
document bearing the individual's signature. The Bureau of the
Public
Debt reserves the right to require additional verification of an
individual's
identity.
(2) Appellate determinations will be made
by the Commissioner of
the
Bureau of the Public Debt or the delegate of such officer. Appeals
must
be mailed to or delivered personally to: Chief Counsel, Bureau of
the
Public Debt, 799 9th Street, NW., Washington, DC 20239-0001 (or as
otherwise
[[Page
42920]]
provided
for in the applicable appendix to 31 CFR part 1, subpart C),
within
35 days of the individual's receipt of the initial denial of the
requested
correction.
(3) An appeal must be marked ``Privacy Act
Amendment Appeal'' and
specify:
(a) The records to which the appeal
relates,
(b) The date of the initial request made
for correction of the
records,
and
(c) The date the initial denial of the
request for correction was
received.
(4) An appeal must also specify the reasons
for the requester's
disagreement
with the initial denial of correction and must include any
applicable
supporting evidence.
Record
Source Categories:
Information is provided by the individual
covered by this system of
records
or, with their authorization, is derived from other systems of
records.
Exemptions
Claimed For The System:
None.
TREASURY/BPD.009
System
Name:
U.S. Treasury Securities Fraud Information
System--Treasury/BPD.
System
Location:
The system of records is located at the
Bureau of the Public Debt
in Parkersburg,
WV and Washington, DC as well as the Federal Reserve
Banks
of Chicago, Philadelphia, Pittsburgh, and Minneapolis. This
system
also covers the Bureau of the Public Debt records that are
maintained
by contractor(s) under agreement. The system manager(s)
maintain(s)
the system location of these records. The address(es) of
the
contractor(s) may be obtained from the system manager(s) below.
Categories
of Individuals Covered by the System:
Individuals under investigation or who make
inquiries or report
fraudulent
or suspicious activities related to Treasury securities and
other
U.S. obligations.
Categories
of Records in the System:
The types of personal information
collected/used by this system are
necessary
to ensure the accurate identification of individuals who
report
or make fraudulent transactions involving Treasury securities
and
other U.S. obligations. The types of personal information
potentially
could include the following:
(1) Personal identifiers (name, including
previous name used, and
aliases;
Social Security number; Tax Identification Number; physical
and
electronic addresses; telephone, fax, and pager numbers), and;
(2) Authentication aids (personal
identification number, password,
account
number, credit card number, shared-secret identifier, digitized
signature,
or other unique identifier).
Supporting records may contain
correspondence between the Bureau of
the
Public Debt and the entity or individual submitting a complaint or
inquiry,
correspondence between the Bureau of the Public Debt and the
Department
of Treasury, or correspondence between the Bureau of the
Public
Debt and law enforcement, regulatory bodies, or other third
parties.
Authority
for Maintenance of the System:
31 U.S.C. 321(a)(5), 31 U.S.C. 333, 31
U.S.C. 3101, et seq. 31
U.S.C.
5318, and 5 U.S.C. 301.
Purpose(s):
Records in this system are used to: (1)
Identify and monitor
fraudulent
and suspicious activity related to Treasury securities and
other
U.S. obligations; (2) ensure that the Bureau of the Public Debt
provides
a timely and appropriate notification of a possible violation
of law
to law enforcement and regulatory agencies; (3) protect the
Government
and individuals from fraud and loss; (4) prevent the misuse
of
Treasury names and symbols on fraudulent instruments; and, (5)
compile
summary reports, that conform with the spirit of the USA
Patriot
Act's anti-terrorism financing provisions and the Bank Secrecy
Act's
anti-money laundering provisions, and submit the reports to the
Financial
Crimes Enforcement Network (FinCEN).
Routine
Uses of Records Maintained in the System, Including Categories
of
Users and the Purposes of Such Uses:
These records may be disclosed to:
(1) Congressional offices in response to an
inquiry made at the
request
of the individual to whom the record pertains;
(2) Appropriate Federal, State, local, or
foreign agencies
responsible
for investigating or prosecuting the violations of, or for
enforcing
or implementing a statute, rule, regulation, order, or
license;
(3) A court, magistrate, or administrative
tribunal in the course
of
presenting evidence, including disclosures to opposing counsel or
witnesses
in the course of civil discovery, litigation, or settlement
negotiations
or in connection with criminal law proceedings or in
response
to a subpoena;
(4) Third parties during the course of an
investigation to the
extent
necessary to obtain information pertinent to the investigation;
(5) Agents or contractors who have been
engaged to assist the
Bureau
of the Public Debt in the performance of a service related to
this
system of records and who need to have access to the records in
order
to perform the activity;
(6) The Department of Justice when seeking legal
advice or when
(a) The Department of the Treasury (agency)
or
(b) The Bureau of the Public Debt, or
(c) Any employee of the agency in his or
her official capacity, or
(d) Any employee of the agency in his or
her individual capacity
where
the Department of Justice has agreed to represent the employee,
or
(e) The United States, where the agency
determines that litigation
is
likely to affect the agency or the Bureau of the Public Debt, is a
party
to litigation or has an interest in such litigation, and the use
of
such records by the Department of Justice is deemed by the agency to
be
relevant and necessary to the litigation; and
(7) To appropriate agencies, entities, and
persons when (a) the
Department
suspects or has confirmed that the security or
confidentiality
of information in the system of records has been
compromised;
(b) the Department has determined that as a result of the
suspected
or confirmed compromise there is a risk of harm to economic
or
property interests, identity theft or fraud, or harm to the security
or
integrity of this system or other systems or programs (whether
maintained
by the Department or another agency or entity) that rely
upon
the compromised information; and (c) the disclosure made to such
agencies,
entities, and persons is reasonably necessary to assist in
connection
with the Department's efforts to respond to the suspected or
confirmed
compromise and prevent, minimize, or remedy such harm.
Policies
and Practices for Storing, Retrieving, Accessing, Retaining,
and
Disposing of Records in the System:
Storage:
Records are maintained on electronic media,
multiple client-server
platforms
that are backed-up to magnetic tape or other storage media,
and/or
hard copy.
Retrievability:
Records may be retrieved by (name, alias
name, Social Security
number,
Tax Identification Number, account number, or other unique
identifier).
Safeguards:
These records are maintained in controlled
access areas.
Identification
[[Page
42921]]
cards
are verified to ensure that only authorized personnel are
present.
Electronic records are protected by restricted access
procedures,
including the use of passwords and sign-on protocols that
are
periodically changed. Only employees whose official duties require
access
are allowed to view, administer, and control these records.
Copies
of records maintained on computer have the same limited access
as
paper records.
Retention
and Disposal:
Records are maintained in accordance with
National Archives and
Records
Administration retention schedules. Paper and microform records
ready
for disposal are destroyed by shredding or maceration. Records in
electronic
media are electronically erased using accepted techniques.
System
Manager and Address:
(1)
Assistant Commissioner, Office of Information Technology,
Bureau
of the Public Debt, 200 Third Street, Parkersburg, WV 26106-5312
(2) Assistant Commissioner, Office of
Retail Securities, Bureau of
the
Public Debt, 200 Third Street, Parkersburg, WV 26106-5312
(3) Office of the Chief Counsel, Bureau of
the Public Debt, 200
Third
Street, Parkersburg, WV 26106-5312
Notification
Procedure:
This system of records is exempt from the
Privacy Act provision on
notification
procedures. (See ``Exemptions Claimed for the System,''
below.)
An individual wishing to be notified if he or she is named in
non-exempt
records maintained in this system must submit a written
request
to the Disclosure Officer. See 31 CFR part 1, Subpart C,
appendix
I.
Identification Requirements: An individual
seeking notification
through
the mail must establish his or her identity by providing a
signature
and an address as well as one other identifier bearing the
individual's
name and signature (such as a photocopy of a driver's
license
or other official document). An individual seeking notification
in
person must establish his or her identity by providing proof in the
form
of a single official document bearing a photograph (such as a
passport
or identification badge) or two items of identification that
bear
both a name and signature.
Alternatively, identity may be established
by providing a notarized
statement,
swearing or affirming to an individual's identity, and to
the
fact that the individual understands the penalties provided in 5
U.S.C.
552a(i)(3) for requesting or obtaining information under false
pretenses.
Additional documentation establishing identity or
qualification
for notification may be required, such as in an instance
where
a legal guardian or representative seeks notification on behalf
of
another individual.
Record
Access Procedures:
This system of records is exempt from the
Privacy Act provision on
record
access procedures. (See ``Notification Procedure'' above.)
Contesting
Record Procedures:
This system of records is exempt from the
Privacy Act provision on
contesting
record procedures. (See ``Notification Procedure'' above.)
Record
Source Categories:
This system of records is exempt from the
Privacy Act provision
that
requires that record source categories be reported. (See
``Exemptions
Claimed for the System,'' below.)
Exemptions
Claimed for the System:
Records maintained in this system have been
designated as exempt
from 5
U.S.C. 552a(c)(3), (d)(1), (2), (3), and (4), (e)(1), (e)(4)(G),
(H),
and (I), and (f) of the Privacy Act pursuant to 5 U.S.C.
552a(k)(2).
See 31 CFR 1.36.
[FR Doc. E8-16794 Filed 7-22-08; 8:45 am]
BILLING
CODE 4810-39-P