[Federal Register Volume 76, Number 159 (Wednesday, August 17, 2011)]
[Notices]
[Pages 51128-51146]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-20949]
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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.
Page 51129
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. Such changes throughout the
document are editorial in nature and consist principally of changes to
system locations and system manager addresses, and revisions to
organizational titles.
In addition, BPD has deleted a routine use from BPD.001--Human
Resources and Administrative Records, under which over-the-phone
verification of certain employment information had been made for the
benefit of BPD employees. The bureau has changed the process to require
a written request from the employee as a best practice and to better
protect BPD employees.
This publication also incorporates the alterations made to
BPD.004--Controlled Access Security System, as published on July 17,
2009, at 74 FR 34867. The systems of records were last published in
their entirety on July 23, 2008, at 73 FR 42904-42921.
Systems Covered by this Notice
This notice covers all systems of records adopted by the Bureau of
the Public Debt up to April 1, 2011. The systems notices are reprinted
in their entirety following the Table of Contents.
Dated: August 11, 2011.
Veronica Marco,
Acting Deputy Assistant Secretary for Privacy, Transparency, and
Records.
Table of Contents
Bureau of the Public Debt
BPD.001--Human Resources and Administrative Records
BPD.002--United States Savings-Type Securities
BPD.003--United States Securities (Other than Savings-Type
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--U.S. Treasury Securities Fraud Information System
TREASURY/BPD.001
System Name:
Human Resources and Administrative Records--Treasury/BPD.
System Location(s):
Records are maintained at the following Bureau of the Public Debt
locations: 200 Third Street, Parkersburg, WV; 320 Avery Street,
Parkersburg, WV; Second and Avery Streets, Parkersburg, WV; and 799 9th
Street, NW., Washington, DC. Copies of some documents have been
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 veterans recruitment, employment of people with disabilities,
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 Regional Complaints Center. Copies of
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 retirees requesting
mailings of newsletters and other special mailings.
(G) Travel Records: These records relate to employee relocation
travel authorizations, reimbursements, and related vendor invoices.
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 Opportunity Commission, and the
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) Next-of-kin, voluntary guardians, and other representative or
successor in interest of a deceased or incapacitated employee or former
employee;
(4) 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-
Page 51130
management program if needed in the performance of their authorized
duties;
(5) Private creditors for the purpose of garnishing wages of an
employee if a debt has been reduced to a judgment;
(6) 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;
(7) Contractors of the Bureau of the Public Debt for the purpose of
processing personnel and administrative records;
(8) 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;
(9) Congressional offices in response to an inquiry made at the
request of the individual to whom the record pertains;
(10) 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;
(11) Consumer reporting agencies, including mailing addresses
obtained from the Internal Revenue Service to obtain credit reports;
(12) Debt collection agencies, including mailing addresses obtained
from the Internal Revenue Service, for debt collection services;
(13) 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;
(14) 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;
(15) Third parties during the course of an investigation to the
extent necessary to obtain information pertinent to the investigation;
and
(16) 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, 200 Third Street, Parkersburg, WV 26106-5312 and Executive
Director, Administrative Resource Center, Human Resources Operations
Division, Bureau of the Public Debt, 200 Third Street, Parkersburg, WV
26106-5312.
(B) Equal Employment Opportunity Records: Assistant Commissioner,
Office of Management Services, Equal Employment Opportunity, Bureau of
the Public Debt, 200 Third Street, Parkersburg, WV 26106-5312.
(C) Administrative Services Records: Assistant Commissioner, Office
of Management Services, Division of Administrative Services and
Division of Security and Emergency Preparedness, Bureau of the Public
Debt, 200 Third Street, Parkersburg, WV 26106-5312.
(D) Procurement Records: Executive Director, Administrative
Resource Center, Division of Procurement, Bureau of the Public Debt,
200 Third Street, Parkersburg, WV 26106-5312.
(E) Financial Management Records: Executive Director,
Administrative Resource Center, Accounting Services Division, 200 Third
Street, Parkersburg, WV 26106-5312.
(F) Retiree Mailing Records: Assistant Commissioner, Office of
Management Services, Division of Administrative Services, Bureau of the
Public Debt, 200 Third Street, Parkersburg, WV 26106-5312.
(G) Travel Records: Executive Director, Administrative Resource
Center, Travel Services Division, 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
Page 51131
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 a 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 a 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 a 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, 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 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:
United States Savings-Type Securities--Treasury/BPD.
System Location(s):
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 Minneapolis, MN and Pittsburgh,
PA.
Categories of Individuals Covered by the System:
Present and former owners of, claimants to, persons entitled to,
and inquirers concerning United States savings-type securities and
interest on securities, including without limitation United States
Savings Bonds, Savings Notes, Retirement Plan Bonds, and Individual
Retirement Bonds.
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,
Page 51132
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) 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 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
Page 51133
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 a 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.
(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 a 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,
Page 51134
(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 a 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(s):
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 Minneapolis, MN; 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 Legacy 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 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;
Page 51135
(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 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.
Page 51136
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 a 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
FR 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 a 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 a 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.
(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 Retail Securities Sites:
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.
Page 51137
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(s):
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 physical access to designated areas
and includes card number, work shift, access level, and the time, date
and location of each use of the access card at a card reader. The
access record also includes the individual's biographic information
(full legal name, date of birth, and Social Security Number) and
biometric information (fingerprints, digital color photograph, height,
weight, and eye/hair color).
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 such as biometric or biographic
information.
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.
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 Programs, 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 a 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,
Page 51138
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 a 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 a 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(s):
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 alcohol or drug abuse, 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 an alcohol, drug, 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);
(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.
Page 51139
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
Operations 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 a 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 a 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 a 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, 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(s):
Bureau of the Public Debt locations at 200 Third Street,
Parkersburg, WV; and Avery Street Building, 320 Avery Street,
Parkersburg, WV.
Page 51140
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.
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
Security and Emergency Programs, 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,
Page 51141
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 a 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 a 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 a 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(s):
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.
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, or, since
January 14, 2010, from the Financial Management Service.
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.
Page 51142
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 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) A Congressional office in response to an inquiry made at the
request of the individual to whom the record pertains;
(4) Agents or contractors of the Department for the purpose of
administering the public debt of the United States;
(5) A legal representative of a deceased donor for the purpose of
properly administering the estate of the deceased;
(6) 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 Addresses:
(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 a 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 a 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.
Page 51143
(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 a 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(s):
Bureau of the Public Debt locations at 200 Third 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; date of birth; 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).
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
(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.
Page 51144
Safeguards:
The Bureau of the Public Debt has 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, Office of Retail Securities, Bureau of the
Public Debt, 200 3rd 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 a 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 a 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 a 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 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(s):
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 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
Page 51145
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 the 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 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(s) and Address(es):
(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
Page 51146
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.
y[FR Doc. 2011-20949 Filed 8-16-11; 8:45 am]
BILLING CODE 4810-39-P