Privacy Act of 1974: Republication of Notice of Systems of Records, 36908-36919 [E8-14680]
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10. Department of Justice, Criminal
Division (N1–60–08–16, 1 item, 1
temporary item). Master file for an
electronic information system which
tracks requests for witness immunity in
criminal cases.
11. Department of Justice, Federal
Bureau of Investigation (N1–65–08–7, 4
items, 4 temporary items). Master file,
outputs, management reports, and
related records of the Foreign Disclosure
Data Capture System.
12. Department of Justice, Federal
Bureau of Investigation (N1–65–08–9, 3
items, 3 temporary items). Master file
and source documents of an electronic
information system which documents
terrorist watch list encounters.
13. Department of Justice, National
Drug Intelligence Center (N1–523–08–1,
2 items, 2 temporary items). Master files
and reports associated with the Realtime Analytical Intelligence Database
(RAID), which is used for document
exploitation and analysis.
14. Department of Justice, National
Drug Intelligence Center (N1–523–08–2,
1 item, 1 temporary item). Schedule is
an exception to General Records
Schedule 18, Items 1–5. Records relating
to the possession, handling, transfer,
and destruction of classified
information.
15. Department of State, Bureau of
Diplomatic Security (N1–59–07–11, 19
items, 18 temporary items). Files
documenting all aspects of cyber
security programs, such as activities
relating to cyber security threat
assessment and response, computer
security technical standards and
guidelines, and cyber threat research
and analysis. Included are inputs,
master file, and outputs for an electronic
computer security incident tracking
system and an electronic computer
security resource reporting system.
Proposed for permanent retention are
cyber threat research reports. The
proposed disposition instructions are
limited to paper records for certain
items and to electronic records for other
items.
16. Department of State, Bureau of
Near East Affairs (N1–59–08–8, 5 items,
3 temporary items). Records maintained
by the Office of Regional Affairs,
including Congressional
correspondence, munitions control case
files, and National Disclosure Policy
Committee records. Proposed for
permanent retention are program files
and records relating to the Multinational
Force and Observers. The proposed
disposition instructions are limited to
paper records for permanent items.
17. Department of State, Overseas
Buildings Operations (N1–59–08–2, 12
items, 11 temporary items). Project
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16:15 Jun 27, 2008
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planning files and associated records
documenting all aspects of long-range
facility planning and project
development activities, including
capital construction projects, major
renovations, and upgrade projects for
overseas facilities. Included are the
inputs, database, and outputs for an
electronic project management tracking
system. Proposed for permanent
retention is the annual report on the
Department’s long-range overseas
building plans. The proposed
disposition instructions are limited to
paper records for selected items,
including the long-range overseas
building plan, cost estimate project files,
capital projects files, real property files,
and travel vouchers, and to electronic
records for the project management
database.
18. Department of State, Overseas
Buildings Operations (N1–59–08–5, 18
items, 4 temporary items). Dedication
speeches, photographs documenting
properties lacking historical significance
and routine aspects of construction
progress, and outputs from an electronic
information system. Proposed for
permanent retention are stewardship
reports, bureau newsletters,
photographs of culturally significant
properties, representational properties,
and construction progress for
historically significant buildings, and
the master file, database index, and
documentation for the digital media
photo library. The proposed disposition
instructions are limited to paper records
for stewardship reports and bureau
newsletters, and to electronic records
for digital media photo library records.
19. Department of Transportation,
Federal Highway Administration (N1–
406–08–3, 7 items, 7 temporary items).
Records relating to programs of the
Office of Professional and Corporate
Development and the National Highway
Institute, including session records files,
Eisenhower Transportation Fellowship
Program grant files, Garrett A. Morgan
Technology and Transportation
Education grant files, transportation
education development pilot program
grant files, local technical assistance
program files, tribal technical assistance
program files, and national program
review and evaluation files. Permanent
policy records, directives and reports
are scheduled in other Federal Highway
Administration schedules.
20. Department of Transportation,
Federal Railroad Administration (N1–
399–08–5, 2 items, 2 temporary items).
Master file and outputs associated with
computer models and expert systems
used in the evaluation, scoring, or
interpretation of data relating to the
American railroad system.
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21. Federal Communications
Commission, Media Bureau (N1–173–
08–8, 2 items, 2 temporary items).
Outputs and master file for an electronic
information system containing cable
price survey data used to publish an
annual report on average rates for cable
service and equipment.
22. National Aeronautics and Space
Administration, Agency-wide (N–255–
07–2, 5 items, 5 temporary items).
Records relating to criminal
investigations and other law
enforcement actions, including incident
case files, routine case files, and
background material.
23. Nuclear Regulatory Commission,
Office of Human Resources (N1–431–
08–9, 2 items, 2 temporary items).
Electronic databases used to store and
manage information about the skill sets
of the agency’s employees.
24. Nuclear Regulatory Commission,
Office of Small Business and Civil
Rights (N1–431–08–10, 4 items, 4
temporary items). Master file and
outputs of an electronic information
system used to track the agency’s
progress toward equal employment
opportunity goals.
Dated: June 24, 2008.
Michael J. Kurtz,
Assistant Archivist for Records Services—
Washington, DC.
[FR Doc. E8–14776 Filed 6–27–08; 8:45 am]
BILLING CODE 7515–01–P
NATIONAL ENDOWMENT FOR THE
ARTS
RIN 3135AA22
Privacy Act of 1974: Republication of
Notice of Systems of Records
AGENCY:
National Endowment for the
Arts.
Notice of republication of
systems of records, proposed systems of
records, and new routine uses.
ACTION:
SUMMARY: The National Endowment for
the Arts (Endowment) is publishing a
notice of its systems of records with
descriptions of the systems and the
ways in which they are maintained, as
required by the Privacy Act of 1974, 5
U.S.C. 552a(e)(4). This notice reflects
administrative changes that have been
made at the Endowment since the last
publication of a notice of its systems of
records. This notice also will enable
individuals who wish to access
information maintained in Endowment
systems to make accurate and specific
requests for such information.
DATES: In accordance with 5 U.S.C.
552a(r), on June 19, 2008, the
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Endowment filed a report as to the
changes proposed in this notice with the
Committee on Oversight and
Government Reform of the House of
Representatives; the Senate Committee
on Homeland Security and
Governmental Affairs; and the
Administrator, Office of Information
and Regulatory Affairs, Office of
Management and Budget (OMB). The
proposed changes to the Endowment’s
systems of records will become effective
40 days from the date the report was
submitted to Congress and the OMB, or
30 days from the date of this publication
in the Federal Register, whichever is
later.
Karen Elias; Acting General
Counsel, National Endowment for the
Arts, 1100 Pennsylvania Avenue, NW.,
Room 518; Washington, DC 20506;
telefax at (202) 682–5572 or by
electronic mail at
eliask@arts.endow.gov.
ADDRESSES:
FOR FURTHER INFORMATION CONTACT:
Karen Elias, (202) 682–5418.
In
accordance with 5 U.S.C. 552a(e)(4), the
Endowment is today republishing a
notice of the existence and character of
its systems of records in order to make
available in one place in the Federal
Register the most up-to-date
information regarding these systems.
This republication has become
necessary to reflect administrative
changes, such as agency restructuring
and the increased use of electronic
technology, that have been made at the
Endowment since the last publication of
a notice of its systems of records.
SUPPLEMENTARY INFORMATION:
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Statement of General Routine Uses
The following general routine uses are
incorporated by this reference into each
system of records set forth herein,
unless specifically limited in the system
description.
1. A record may be disclosed as a
routine use to a Member of Congress or
his or her staff, when the Member of
Congress or his or her staff requests the
information on behalf of and at the
request of the individual who is the
subject of the record.
2. A record may be disclosed as a
routine use to designated officers and
employees of other agencies and
departments of the Federal government
having an interest in the subject
individual for employment purposes
(including the hiring or retention of any
employee; the issuance of a security
clearance; the letting of a contract; or
the issuance of a license, grant, or other
benefit by the requesting agency) to the
extent that the information is relevant
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and necessary to the requesting agency’s
decision on the matter involved.
3. In the event that a record in a
system of records maintained by the
Endowment indicates, either by itself or
in combination with other information
in the Endowment’s possession, a
violation or potential violation of the
law (whether civil, criminal, or
regulatory in nature, and whether
arising by statute or by regulation, rule,
or order issued pursuant thereto), that
record may be referred, as a routine use,
to the appropriate agency, whether
Federal, state, local, or foreign, charged
with the responsibility of investigating
or prosecuting such violation, or
charged with enforcing or implementing
the statute, rule, regulation, or order
issued pursuant thereto. Such referral
shall be deemed to authorize: (1) Any
and all appropriate and necessary uses
of such records in a court of law or
before an administrative board or
hearing; and (2) Such other interagency
referrals as may be necessary to carry
out the receiving agencies’ assigned law
enforcement duties.
4. The names, Social Security
numbers, home addresses, dates of
birth, dates of hire, quarterly earnings,
employer identifying information, and
State of hire of employees may be
disclosed as a routine use to the Office
of Child Support Enforcement,
Administration for Children and
Families, Department of Health and
Human Services, as follows:
(a) For use in the Federal Parent
Locator System (FPLS) and the Federal
Tax Offset System for the purpose of
locating individuals to establish
paternity, establishing and modifying
orders of child support, identifying
sources of income, and for other child
support enforcement actions as required
by the Personal Responsibility and
Work Opportunity Reconciliation Act of
1996 (Pub. L. 104–193);
(b) For release to the Social Security
Administration for the purpose of
verifying Social Security numbers in
connection with the operation of the
FPLS; and
(c) For release to the U.S. Department
of the Treasury (Treasury) for the
purpose of payroll, savings bonds, and
other deductions; administering the
Earned Income Tax Credit Program
(Section 32, Internal Revenue Code of
1986); and verifying a claim with
respect to employment on a tax return,
as required by the Personal
Responsibility and Work Opportunity
Reconciliation Act of 1996 (Pub. L. 104–
193).
5. A record may be disclosed as a
routine use in the course of presenting
evidence to a court, magistrate, or
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administrative tribunal of appropriate
jurisdiction, and such disclosure may
include disclosures to opposing counsel
in the course of settlement negotiations.
6. Information from any system of
records may be used as a data source for
management information, for the
production of summary descriptive
statistics and analytical studies in
support of the function for which the
records are collected and maintained, or
for related personnel management
functions or manpower studies.
Information may also be disclosed to
respond to general requests for
statistical information (without personal
identification of individuals) under the
Freedom of Information Act.
7. A record may be disclosed as a
routine use to a contractor, expert, or
consultant of the Endowment (or an
office within the Endowment) when the
purpose of the release is to perform a
survey, audit, or other review of the
Endowment’s procedures and
operations.
8. A record from any system of
records may be disclosed as a routine
use to the National Archives and
Records Administration in records
management inspections conducted
under authority of 44 U.S.C. 2904 and
2906.
9. A record may be disclosed to a
contractor, grantee, or other recipient of
Federal funds when the record to be
released reflects serious inadequacies
with the recipient’s personnel, and
disclosure of the record is for the
purpose of permitting the recipient to
effect corrective action in the
government’s best interests.
10. A record may be disclosed to a
contractor, grantee, or other recipient of
Federal funds when the recipient has
incurred an indebtedness to the
government through its receipt of
government funds, and release of the
record is for the purpose of allowing the
debtor to effect a collection against a
third party.
11. Information in a system of records
may be disclosed as a routine use to the
Treasury; other Federal agencies;
‘‘consumer reporting agencies’’ (as
defined in the Fair Credit Reporting Act,
15 U.S.C. 168 la(f), or the Federal
Claims Collection Act of 1966, 31 U.S.C.
3701(a)(3)); or private collection
contractors for the purpose of collecting
a debt owed to the Federal government
as provided in the regulations
promulgated by the Endowment and
published at 45 CFR 1150.
Table of Contents
This document gives notice that the
following Endowment systems of
records are in effect:
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NEA–1 Panelists, Automated Panel Bank
System (APBS)
NEA–2 Panelists, Paper Files
NEA–3 National Council on the Arts
NEA–4 Grants, Grants Management System
(GMS)
NEA–5 Grants, Paper Files
NEA–6 Contracts and Cooperative
Agreements
NEA–7 Payroll/Personnel System
NEA–8 Government Purchasing Card
Holders
NEA–9 Financial Management Information
System (FMIS)
NEA–10 Finance, Subsidiary Tracking
Systems
NEA–11 Finance, Paper Files
NEA–12 Equal Employment Opportunity
Complaint Case Files
NEA–13 Civil Rights Complaint Case Files
NEA–14 Office of the Inspector General
Investigative Files
NEA–15 Senate Nomination Files—
National Council on the Arts
NEA–16 Jazz Masters Recipients
NEA–17 National Heritage Fellowship
Recipients
NEA–18 Literature Fellowship Recipients
NEA–19 Opera Honor Award Recipients
STORAGE:
Records in this system are maintained
in an electronic database.
RETRIEVABILITY:
Panelists Automated Panel Bank
System (APBS).
SYSTEM LOCATION:
Information & Technology
Management Division, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals whom the Endowment
may ask or has asked to serve on
application review panels.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number,
Social Security number, and other data
concerning potential and actual
panelists, including information about
areas of artistic expertise and prior
panel service.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
PURPOSE(S):
To provide a central repository for
information about art experts who could
be or have been called upon to serve on
application review panels and make
recommendations on grant awards.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Data in this system is used for
identification of panelists and their
activities in this capacity. See also the
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NEA–2
SYSTEM NAME:
Panelists, Paper Files.
SYSTEM LOCATION:
1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Records in this system are retrieved
by name or Social Security number.
Individuals whom the Endowment
may ask or has asked to serve on
application review panels.
SAFEGUARDS:
CATEGORIES OF RECORDS IN THE SYSTEM:
This system is maintained in a locked
computer room that can be accessed
only by authorized employees of the
Endowment or the National Endowment
for the Humanities. Access to records in
this system is further controlled by
password, with different levels of
modification rights assigned to
individuals and offices at the
Endowment based on their specific job
functions.
Additional information about
potential and actual panelists. This
system includes materials such as
resumes and panelist profile forms.
Records in this system are maintained
and updated on a continuing basis, as
new information is received by the
Office of Guidelines and Panel
Operations. Endowment staff will
periodically request updated
information from individuals who are
registered in the APBS. Endowment
staff will also periodically purge the
APBS of records pertaining to
individuals who have been in the APBS
for three to five years, but who have not
served on a panel or had their records
updated. Records will be removed only
with the concurrence of the appropriate
discipline directors.
SYSTEM NAME:
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POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
RETENTION AND DISPOSAL:
NEA–1
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list of General Routine Uses contained
in the Preliminary Statement.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
PURPOSE(S):
To supplement the APBS with
information well suited for maintenance
in hard copy form.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Data in this system is used for
identification of panelists and their
activities in this capacity. See also the
list of General Routine Uses contained
in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained
in filing cabinets.
SYSTEM MANAGER(S) AND ADDRESS:
RETRIEVABILITY:
Chief Information Officer, National
Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
Records in this system are retrieved
by name.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees and
other individuals nominating potential
panelists.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
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Rooms containing the records in this
system are kept locked during nonworking hours.
RETENTION AND DISPOSAL:
RECORD ACCESS PROCEDURES:
None.
SAFEGUARDS:
The Office of Guidelines and Panel
Operations maintains paper files that
are expanded as individuals, or
discipline directors who are proposing
individuals for service on panels,
submit resumes. Resumes and profile
forms are removed from these files only
when they are replaced by more recent
information or when individuals are
purged from the APBS, as described
above. Discipline offices may also
maintain paper files about individuals
who have served on panels for their
divisions. The Endowment’s Finance
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Office maintains copies of panelist
contracts. Each Discipline office
destroys its panelist contracts after the
conclusion of the panel.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Guidelines and Panel
Operations, National Endowment for the
Arts, 1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained
both electronically and in paper files
kept in file cabinets.
RETRIEVABILITY:
Records in this system are retrieved
by name.
Rooms containing the paper records
in this system are kept locked during
non-working hours. The electronic
records in this system are maintained on
the office hard drive which is passwordprotected.
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees and
other individuals nominating potential
panelists.
RETENTION AND DISPOSAL:
Records in this system are maintained
on an indefinite basis for reference
purposes.
SYSTEM MANAGER(S) AND ADDRESS:
NEA–3
Director of Council Operations,
National Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
SYSTEM NAME:
NOTIFICATION PROCEDURE:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number,
Social Security number, and other
information concerning past and present
members of the Council, such as press
clippings and correspondence.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
To provide a central repository for
information about past and present
members of the Council.
jlentini on PROD1PC65 with NOTICES
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
SAFEGUARDS:
This system is maintained in a locked
computer room that can be accessed
only by authorized employees of the
Endowment and the National
Endowment for the Humanities. Access
to records in this system is further
controlled by password, with different
levels of modification rights assigned to
individuals and offices at the
Endowment based on their specific job
functions.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA–4
SYSTEM NAME:
Grants, Grants Management System
(GMS).
RETENTION AND DISPOSAL:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Data in this system is used for
identification of members of the Council
and their activities in this capacity. See
also the list of General Routine Uses
contained in the Preliminary Statement.
SYSTEM LOCATION:
Information and Technology
Management Division, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
PURPOSE(S):
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Data in this system may be used for
general administration of the grant
review and award process, statistical
research, and Congressional oversight
and analysis of trends. See also the list
of General Routine Uses contained in
the Preliminary Statement.
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees
involved with the activities of the
Council.
Past and present members of the
National Council on the Arts.
16:15 Jun 27, 2008
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
RECORD SOURCE CATEGORIES:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
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To provide a central repository for
information about grant applicants,
recipients, and awards.
Records in this system are retrieved
by name, application number, grant
number, or constituent identification
number.
See 45 CFR Part 1159.
Office of Council Operations, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
RETRIEVABILITY:
RECORD ACCESS PROCEDURES:
SYSTEM LOCATION:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Records in this system are maintained
in an electronic database.
See 45 CFR Part 1159.
National Council on the Arts
(Council).
identification numbers assigned by the
Endowment, National Standard and
agency-established codes, and grant
action dates. Financial and banking
information is not maintained in the
GMS.
PURPOSE(S):
SAFEGUARDS:
RECORD ACCESS PROCEDURES:
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Records in this system are maintained
on an indefinite basis for reference
purposes.
SYSTEM MANAGER(S) AND ADDRESS:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who have applied to the
Endowment for financial assistance in
the form of grants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number,
date of birth, Social Security number,
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Director of Grants and Contracts
and/or Director of Information and
Technology Management, National
Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
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CONTESTING RECORD PROCEDURES:
SAFEGUARDS:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees
involved in the administration of grants.
PURPOSE(S):
Rooms containing records in this
system are kept locked during nonworking hours.
To maintain a record of contracts and
cooperative agreements entered into by
the Endowment.
RETENTION AND DISPOSAL:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
SYSTEM LOCATION:
The Grants and Contracts Office
maintains grant paper files, which are
retired and destroyed after seven years.
Discipline offices also maintain paper
files about grants in their divisions.
When the final descriptive and financial
status reports are received and accepted,
the discipline office files are retired first
to the Federal Records Center, and then
to the National Archives and Records
Administration.
1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
SYSTEM MANAGER(S) AND ADDRESS:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA–5
SYSTEM NAME:
Grants, Paper Files.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who have applied to the
Endowment for financial assistance in
the form of grants.
Director of Grants and Contracts
and/or Director of Administrative
Services, National Endowment for the
Arts, 1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
CATEGORIES OF RECORDS IN THE SYSTEM:
Additional information concerning
Endowment decisions to award grants,
disburse funds, and close out grants.
Materials include grant applications,
samples of work, award notification
letters and any approved amendments,
payment requests, correspondence, and
final reports.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.)
To supplement the GMS with
information well suited for maintenance
in hard copy form.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees
involved in the administration of grants.
None.
Data in this system may be used for
general administration of the grant
review and award process, statistical
research, and Congressional oversight
and analysis of trends. See also the list
of General Routine Uses contained in
the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
jlentini on PROD1PC65 with NOTICES
Contracts and Cooperative
Agreements.
SYSTEM LOCATION:
1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who have entered into
administrative contracts or cooperative
agreements with the Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system are maintained
in file cabinets.
Relevant information concerning the
contract or cooperative agreement, such
as copies of the signed document and
requests for payment/invoices.
RETRIEVABILITY:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Records in this system are retrieved
by name, application number, or grant
number.
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
STORAGE:
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16:15 Jun 27, 2008
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Frm 00076
STORAGE:
The Grants and Contracts Office
maintains records in this system in an
electronic database, word processing
files, and file cabinets. The Finance
office also maintains paper files in this
system in file cabinets.
RETRIEVABILITY:
SAFEGUARDS:
Database and word processing files
are protected by a password available to
Grants and Contracts Office staff. Rooms
containing paper files are kept locked
during non-working hours.
RETENTION AND DISPOSAL:
NEA–6
SYSTEM NAME:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
Database files are retrieved by name
or by contract or cooperative agreement
number. Word processing files are
retrieved by contract or cooperative
agreement number. Paper files
maintained by the Grants and Contracts
Office are retrieved by name. Paper files
maintained by the Finance Office are
retrieved by name, Social Security
number, or vendor number.
See 45 CFR Part 1159.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
PURPOSE(S):
Data in this system may be used for
General Accounting Office audits and
Congressional oversight. See also the list
of General Routine Uses contained in
the Preliminary Statement.
Fmt 4703
Sfmt 4703
Database and word processing files
are maintained on an indefinite basis for
reference purposes. Paper files
maintained by the Grants and Contracts
Office are shipped to the National
Archives and Records Administration
after the contract or cooperative
agreement is physically completed, and
they are destroyed six years and three
months later. Paper files maintained by
the Finance Office are also maintained
for six years and three months, and then
destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Grants and Contracts and/
or Director of Finance/CFO, National
Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
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CONTESTING RECORD PROCEDURES:
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees
involved in contract development,
administration, and execution.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA–7
SYSTEM NAME:
Payroll/Personnel System.
SYSTEM LOCATION:
1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Employees of the Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Payroll and personnel information,
such as time and attendance data,
statements of earnings and leave,
training data, wage and tax statements,
and payroll and personnel transactions.
This system includes data that is also
maintained in the Endowment’s official
personnel folders, which are managed
in accordance with Office of Personnel
Management (OPM) regulations. The
OPM has given notice of its system of
records covering official personnel
folders in OPM/GOVT–1.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.); Federal
Personnel Manual and Treasury Fiscal
Requirements Manual.
PURPOSE(S):
To document the Endowment’s
personnel processes and to calculate
and process payroll.
jlentini on PROD1PC65 with NOTICES
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Data in this system may be
transmitted to the U.S. Departments of
Agriculture and Treasury, and
employee-designated financial
institutions to effect issuance of
paychecks to employees and
distributions of pay according to
employee directions for authorized
purposes. Data in this system may also
be used to prepare payroll, meet
government recordkeeping and
reporting requirements, and retrieve and
apply payroll and personnel
information as required for agency
needs. See also the list of General
VerDate Aug<31>2005
16:15 Jun 27, 2008
Jkt 214001
RECORD SOURCE CATEGORIES:
Routine Uses contained in the
Preliminary Statement.
See 45 CFR Part 1159.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic records in this system are
maintained off-site by the Department of
Agriculture’s National Finance Center
(NFC) but can be accessed by
individuals in the Office of Human
Resources and by timekeepers for each
of the Endowment’s offices. Paper
records generated through the NFC are
maintained in file cabinets by the Office
of Human Resources. The Office of
Human Resources also maintains paper
records of security folders, training
folders, and health records in file
cabinets. Office timekeepers maintain
paper time and attendance records for
three years in file cabinets in their
offices. Discipline offices also may use
file cabinets to maintain paper records
concerning performance reviews and
other personnel actions.
RETRIEVABILITY:
Records in this system are retrieved
by name, Social Security number, or
date of birth.
SAFEGUARDS:
Access to the electronic records in
this system is controlled by password
on the limited number of Endowment
computers that can be used to draw
information from the NFC. File cabinets
containing the paper records in this
system are kept locked.
RETENTION AND DISPOSAL:
The Office of Human Resources
maintains paper records in this system
in accordance with the General Services
Administration’s General Records
Schedule 2. Division offices may
maintain paper records concerning
performance reviews and other
personnel actions in their divisions for
the duration of an individual’s
employment with the Endowment or
another indefinite period.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Human Resources,
National Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
PO 00000
Frm 00077
Fmt 4703
Sfmt 4703
36913
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees
involved in the administration of
personnel and payroll processes.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA–8
SYSTEM NAME:
Government Purchasing Card Holders.
SYSTEM LOCATION:
1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Endowment employees who have
been issued credit cards to make official
purchases.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, office, account number, and
spending limits.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
PURPOSE(S):
To maintain a record of Endowment
employees authorized to use
government purchasing cards.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
See the list of General Routine Uses
contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The Grants and Contracts Office
maintains records in this system in an
electronic database and in paper records
in file cabinets. The Finance Office
maintains additional paper records in
this system in file cabinets.
RETRIEVABILITY:
Electronic records in this system are
retrieved by name, office, account
number, or spending limit. Paper
records in this system are retrieved by
name or social security number.
SAFEGUARDS:
Access to electronic records in this
system is controlled by a password,
which is available only to the
Coordinator of Contracts and
Cooperative Agreements. Rooms
containing paper records in this system
are kept locked during non-working
hours.
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RETENTION AND DISPOSAL:
PURPOSE(S):
RECORD SOURCE CATEGORIES:
Records in this system are maintained
on an indefinite basis for reference
purposes. Records concerning
individuals not issued credit cards are
destroyed.
To promote effective fund control and
financial management; to provide a
central repository for information about
the Endowment’s financial transactions;
and to enable the Budget and Finance
offices to share a common system for
entering allocation, commitment, and
obligation information.
Data in this system is obtained from
individuals covered by the system and
from Endowment employees who are
involved with the Endowment’s fund
control and financial management.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Grants and Contracts and/
or Director of Finance/CFO, National
Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees
involved in administration and
oversight of government purchasing
cards.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained
in computer processible storage media.
Records in this system are retrieved
by name, Social Security number, tax/
employee identification number, or
vendor number.
None.
NEA–9
SYSTEM NAME:
DELPHI (the Department of
Transportation’s Oracle Federal
Financial System that cross-services the
Endowment).
SYSTEM LOCATION:
Information and Technology
Management Division, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Grant recipients, Endowment
employees, vendors, and other
individuals involved in financial
transactions with the Endowment.
Name, address, Social Security
number, object class, category code,
discipline code, office code, sub-object
class code, bank information, Common
Accounting Number, Council meeting
number, document number, schedule
number, tax/employee identification
number, vendor number, funding fiscal
year, transaction processing dates, and
fund type.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
16:15 Jun 27, 2008
Jkt 214001
SAFEGUARDS:
This system is maintained in a locked
computer room that can be accessed
only by authorized employees of the
Endowment and the National
Endowment for the Humanities. Access
to records in this system is further
controlled by password, available to the
Budget, Finance, and Information and
Technology Management Offices.
Different levels of modification rights
are assigned to these three offices and
Endowment employees therein, based
on their specific job functions.
None.
NEA–10
SYSTEM NAME:
Finance, Subsidiary Tracking
Systems.
SYSTEM LOCATION:
Finance Office, 1100 Pennsylvania
Avenue, Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Grant recipients, Endowment
employees, vendors, and other
individuals involved in financial
transactions with the Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Files contain payment information for
processing all payments.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
PURPOSE(S):
To supplement DELPHI with
electronic records that cannot be
maintained within that system.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
See the list of General Routine Uses
contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained
in electronic databases.
RETENTION AND DISPOSAL:
CATEGORIES OF RECORDS IN THE SYSTEM:
jlentini on PROD1PC65 with NOTICES
See the list of General Routine Uses
contained in the Preliminary Statement.
In addition, this system interfaces with
the Grants Management System (GMS)
(see NEA–4) and extracts data from a
magnetic tape containing Payroll/
Personnel information generated by the
Department of Agriculture’s National
Finance Center (NFC).
RETRIEVABILITY:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
VerDate Aug<31>2005
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
RETRIEVABILITY:
Records in this system are maintained
on an indefinite basis for reference
purposes.
Records in the Secure Payment
System (SPS) are retrieved by name,
Social Security number, taxpayer
identification number, or supplier
number.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Finance/CFO, National
Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
PO 00000
Frm 00078
Fmt 4703
Sfmt 4703
SAFEGUARDS:
Access to records in this system is
controlled by password.
RETENTION AND DISPOSAL:
Records in this system are maintained
on an indefinite basis for reference
purposes.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Finance/CFO, National
Endowment for the Arts, 1100
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(6) The Travel Vouchers Files contain
employee expense data from travel duty.
(7) The Employee Reimbursement
Files contain data concerning local taxi
and similar reimbursements to
Endowment employees for authorized
Endowment expenses.
(8) The Star Awards Files contain data
concerning awards for Endowment
employees.
Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Data in this system is obtained from
individuals covered by the system and
from Endowment employees who are
involved with the management of these
subsidiary tracking systems.
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.). In addition, the
maintenance of debt collection records
in the Accounts Receivables Files is
authorized by the Debt Collection Act of
1982, Public Law 97–365; the Cash
Management Improvement Act
Amendments of 1992; and the Debt
Collection Improvement Act of 1996
(Pub. L. 104–134).
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA–11
SYSTEM NAME:
Finance, Paper Files.
PURPOSE(S):
SYSTEM LOCATION:
Finance Office, 1100 Pennsylvania
Avenue, NW., Washington, DC 20506.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Grant recipients, Endowment
employees, vendors, and other
individuals involved in financial
transactions with the Endowment.
See the list of General Routine Uses
contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
jlentini on PROD1PC65 with NOTICES
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) The Accounts Receivables Files
contain data concerning the type and
amount of debts owed to the
Endowment, as well as debt collection
efforts. These files contain, as
appropriate, the name and address of
the debtor; taxpayer’s identification
number; basis of the debt; date a debt
became delinquent; amounts accrued for
interest, penalties, administrative costs,
and payment on account; date the debt
was referred to the Treasury for offset;
and basis for termination of debt. These
files also include copies of bills for
collection; invoices; correspondence
between the Endowment and the debtor
relating to the debt; and documents
required to refer accounts to the
Treasury, other Federal agencies, or
private collection contractor for debt
collection.
(2) The Donations to Gift Fund Files
contain copies of checks and letters
submitted by donors.
(3) The 1099 Files contain data
concerning expenses over $600 per
calendar year that are reported to the
Internal Revenue Service.
(4) The Travel Credit Cards Files
contain applications for credit cards and
credit score reports.
(5) The Travel Authorizations Files
contain employee data for travel duty.
VerDate Aug<31>2005
16:15 Jun 27, 2008
Jkt 214001
To supplement DELPHI with
information well suited for maintenance
in hard copy form.
STORAGE:
Records in this system are maintained
in file cabinets.
RETRIEVABILITY:
Records in this system are retrieved
by name, Social Security number,
taxpayer identification number, or
contract number of the employee,
contractor, or grantee.
SAFEGUARDS:
Rooms containing the records in this
system are kept locked during nonworking hours.
RETENTION AND DISPOSAL:
The retention and disposal of debt
collection records in the Accounts
Receivables Files are covered by the
General Services Administration’s
General Records Schedule 6. Other
records in this system are retained on
site or in storage for six years and three
months, and then destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Finance/CFO, National
Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
PO 00000
Frm 00079
Fmt 4703
Sfmt 4703
36915
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system,
Endowment employees, creditor
agencies, collection agencies, credit
bureaus, Federal employing agencies,
and other Federal agencies furnishing
identifying information.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA–12
SYSTEM NAME:
Equal Employment Opportunity
Complaint Case Files.
SYSTEM LOCATION:
Civil Rights Office, 1100 Pennsylvania
Avenue, NW., Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Endowment employees and
applicants for employment at the
Endowment who have filed formal
complaints of discrimination against the
Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Relevant information concerning the
complaint of discrimination, such as
correspondence and documentation
concerning the filing of the complaint
and stages leading to its disposition.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
PURPOSE(S):
To enable the Endowment to
investigate and adjudicate internal
complaints of discrimination.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
Data in this system may be disclosed
as necessary to enforce or implement
the statute, rule, regulation, or order
under which the charge of
discrimination has been filed. This
authorization includes disclosures of
data to a Federal, state, or local agency
charged with the responsibility of
investigating, enforcing, or
implementing such a statute, rule,
regulation, or order. See also the list of
General Routine Uses contained in the
Preliminary Statement.
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POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
STORAGE:
Records in this system are maintained
on computer diskettes and in file
cabinets.
RETRIEVABILITY:
Records in this system are retrieved
by name.
To enable the Endowment to
investigate and adjudicate external
complaints of discrimination.
Data in this system may be disclosed
as necessary to enforce or implement
the statute, rule, regulation, or order
under which the charge of
discrimination has been filed. This
authorization includes disclosures of
data to a Federal, state, or local agency
charged with the responsibility of
investigating, enforcing, or
implementing such a statute, rule,
regulation, or order. See also the list of
General Routine Uses contained in the
Preliminary Statement.
Diskettes are kept in a locked file.
Paper files are kept in a locked file
cabinet.
RETENTION AND DISPOSAL:
Complaint files are destroyed four
years after resolution of the case.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Civil Rights, National
Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
STORAGE:
Records in this system are maintained
on computer diskettes and in file
cabinets.
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RETRIEVABILITY:
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system and
from Endowment employees who are
involved with the claim or proceeding.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Records in this system are retrieved
by name or a control number assigned
to each external complaint of
discrimination.
SAFEGUARDS:
Diskettes are kept in a locked file.
Paper files are kept in a locked file
cabinet.
None.
NEA–13
RETENTION AND DISPOSAL:
SYSTEM NAME:
Complaint files are destroyed four
years after resolution of the case.
Civil Rights Complaint Case Files.
SYSTEM LOCATION:
SYSTEM MANAGER(S) AND ADDRESS:
Civil Rights Office, 1100 Pennsylvania
Avenue, NW., Washington, DC 20506.
Director of Civil Rights, National
Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
jlentini on PROD1PC65 with NOTICES
Individuals who have filed formal
complaints of discrimination against the
Endowment. However, this system does
not include complaints made by either
Endowment employees or applicants for
employment at the Endowment, which
are covered as described above.
Relevant information concerning the
complaint of discrimination, including
correspondence and documentation
concerning the filing of the complaint
and stages leading to its disposition.
VerDate Aug<31>2005
16:15 Jun 27, 2008
Jkt 214001
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system and
from Endowment employees who are
involved with the claim or proceeding.
Fmt 4703
Sfmt 4703
SYSTEM LOCATION:
Office of the Inspector General, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals and entities who are or
have been the subject of investigations
by the Office of the Inspector General,
or who provide information in
connection with such investigations.
These individuals include, but are not
limited to, former and present
Endowment employees; former and
present Endowment grant recipients;
former and present contractors and
subcontractors, and their employees;
former and present consultants; and
other individuals and entities that had,
have, or are seeking to obtain business
relationships with the Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence relevant to the
investigation; working papers of the
staff, investigative notes, internal staff
memoranda, and other documents and
records relating to the investigation;
information about criminal, civil, or
administrative referrals; information
provided by subjects of the
investigation, individuals with whom
the subjects are associated,
complainants, or witnesses; information
provided by Federal, State, or local
governmental investigative or law
enforcement agencies, or other
organizations; copies of subpoenas
issued during the investigation; and
opening reports, progress reports, and
closing reports, with recommendations
for corrective action.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Inspector General Act of 1978, as
amended (5 U.S.C. app. 3).
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
CONTESTING RECORD PROCEDURES:
Frm 00080
Office of the Inspector General
Investigative Files.
To maintain files of investigative and
reporting activities carried out by the
Office of the Inspector General.
RECORD ACCESS PROCEDURES:
PO 00000
NEA–14
PURPOSE(S):
See 45 CFR Part 1159.
See 45 CFR Part 1159.
CATEGORIES OF RECORDS IN THE SYSTEM:
None.
SYSTEM NAME:
PURPOSE(S):
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
SAFEGUARDS:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Data in this system may be disclosed
to any source, either private or
governmental, to the extent necessary to
secure from such source information
relevant to, and sought in furtherance
of, a legitimate investigation or audit.
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Data in this system may also be
disclosed to the Office of the Inspector
General’s or the Endowment’s legal
representative, including the U.S.
Department of Justice and other outside
legal counsel, when the Office of the
Inspector General or the Endowment is
a party in actual or anticipated litigation
or has an interest in such litigation. See
also the list of General Routine Uses
contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
CONTESTING RECORD PROCEDURES:
PURPOSE(S):
The major part of this system is
exempted from this requirement
pursuant to 5 U.S.C. 552a(j)(2) or (k)(2).
To the extent that this system is not
subject to exemption, it is subject to
access and contest. A determination as
to exemption shall be made at the time
a request for access is received. Access
requests must be sent to the Office of the
General Counsel in accordance with the
procedures published at 45 CFR Part
1159.
To maintain a record of the members
of the NCA’s financial disclosure reports
upon nomination.
RECORD SOURCE CATEGORIES:
STORAGE:
Records in this system are retrieved
by name, report number, or
chronological ordering.
Data in this system is obtained from
individuals who are covered by the
system, as well as from individuals with
whom the subjects are associated;
Federal, State, or local governmental
investigative or law enforcement
agencies; and other organizations.
SAFEGUARDS:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Records in this system are maintained
in file cabinets.
RETRIEVABILITY:
Work papers for allegation and other
investigative reviews conducted by or
for the Office of the Inspector General
are kept in a locked file cabinet. All
records in this system are kept in rooms
that are locked during non-working
hours and are accessible to the Inspector
General only.
RETENTION AND DISPOSAL:
Records in this system are maintained
on-site until eligible for destruction.
Workpapers used in evaluating grantees’
audit reports and financial statements
are destroyed on a three-year cycle.
Workpapers and correspondence
prepared and/or obtained during the
clearance process of audit
recommendations are destroyed on a
six-year cycle from the date that the
recommendations are cleared. All other
records in this system are destroyed on
a seven-year cycle.
36917
This system is exempted from 5
U.S.C. 552a except subsections (b); (c)(1)
and (2); (e)(4)(A) through (F); (e)(6), (7),
(9), (10), and (11); and (i) under
552a(j)(2) to the extent that the system
pertains to enforcement of criminal
laws. This system is exempted from 5
U.S.C. 552a(c)(3); (d); (e)(1); (e)(4)(G),
(H), and (1); and (f) under 5 U.S.C.
552a(k)(2) to the extent that the system
consists of investigatory material
compiled for law enforcement purposes,
other than material within the scope of
the exemption at 5 U.S.C. 552a(j)(2).
These exemptions are contained in 45
CFR Part 1159.
NEA–15
ROUTINE USES:
Data in this system is used by the
Designated Agency Ethics Officer only.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained
in paper format in locked file cabinets.
RETRIEVABILITY:
Records in this system are retrieved
by name.
SAFEGUARDS:
This system is maintained in a locked
file cabinet within an office that is
locked during non-business hours.
RETENTION AND DISPOSAL:
Records in this system are maintained
for a period of six years after the
member rotates off of the NCA.
SYSTEM MANAGER(S) AND ADDRESS:
Designated Agency Ethics Officer,
National Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
SYSTEM NAME:
RECORD SOURCE CATEGORIES:
Senate Nomination Files—National
Council on the Arts
Data in this system is obtained from
individuals covered by the system.
SYSTEM MANAGER(S) AND ADDRESS:
SYSTEM LOCATION:
EXEMPTIONS CLAIMED FOR THE SYSTEM:
Inspector General, National
Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
Office of General Counsel, 1100
Pennsylvania Avenue, NW., Suite 518,
Washington, DC 20506.
NEA–16
NOTIFICATION PROCEDURE:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
See 45 CFR Part 1159.
Members of the National Council on
the Arts (NCA).
jlentini on PROD1PC65 with NOTICES
RECORD ACCESS PROCEDURES:
The major part of this system is
exempted from this requirement
pursuant to 5 U.S.C. 552a(j)(2) or (k)(2).
To the extent that this system is not
subject to exemption, it is subject to
access. A determination as to exemption
shall be made at the time a request for
access is received. Access requests must
be sent to the Office of the General
Counsel in accordance with the
procedures published at 45 CFR Part
1159.
VerDate Aug<31>2005
16:15 Jun 27, 2008
Jkt 214001
CATEGORIES OF RECORDS IN THE SYSTEM:
Confidential Financial Disclosure
Reports (SF–450), and clearance letters
to the U.S. Senate for nominees to the
NCA.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.) 5 CFR 2634.901
et seq.
PO 00000
Frm 00081
Fmt 4703
Sfmt 4703
None.
SYSTEM NAME:
Jazz Masters Recipients.
SYSTEM LOCATION:
Arts Education/Music/Opera/
Presenting Division, 1100 Pennsylvania
Avenue, NW., Suite 703, Washington,
DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals nominated to receive a
Jazz Masters award from the
Endowment and recipients of the award.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number,
biographical information.
E:\FR\FM\30JNN1.SGM
30JNN1
36918
Federal Register / Vol. 73, No. 126 / Monday, June 30, 2008 / Notices
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
SYSTEM LOCATION:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
Folk & Traditional/Musical Theater/
Theater Division, 1100 Pennsylvania
Avenue, NW., Suite 720, Washington,
DC 20506.
PURPOSE:
To create a central repository for
information about individuals who have
been nominated to receive a Jazz
Masters award and to create a record of
Jazz Masters recipients.
ROUTINE USES:
Information in this system is used to
compile nominee packages for review
by a panel in selecting the recipients of
Jazz Masters award.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals nominated to receive a
National Heritage Fellowship from the
Endowment and recipients of the
fellowship.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number,
biographical information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
STORAGE:
All records in this system are
maintained in paper format in locked
file cabinets.
National Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA–18
SYSTEM NAME:
Literature Fellowship Recipients.
PURPOSE:
To create a central repository for
information about individuals who have
been nominated to receive a National
Heritage Fellowship and to create a
record of National Heritage Fellowship
recipients.
ROUTINE USES:
RETRIEVABILITY:
Records in this system are retrieved
by name of nominee or by name of
recipient.
SAFEGUARDS:
SYSTEM LOCATION:
Individual applicants for a Literature
Fellowship from the Endowment and
recipients of the fellowship.
Records in this system are maintained
in a locked file cabinet located within
an office that is kept locked during nonbusiness hours.
Information in this system is used to
compile nominee packages for review
by a panel in selecting the recipients of
National Heritage Fellowships.
RETENTION AND DISPOSAL:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
Records pertaining to nominees are
maintained for five years. After five
years have passed, nominee records are
shredded. Records pertaining to
recipients are maintained permanently
at the Endowment.
SYSTEM MANAGER(S) AND ADDRESS:
Division Coordinator, Arts Education/
Music/Opera/Presenting Division,
National Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
STORAGE:
All records in this system are
maintained in paper format in locked
file cabinets and in electronic form in a
database accessible only to division
staff.
RETRIEVABILITY:
Records in this system are retrieved
by name of nominee or by name of
recipient.
SAFEGUARDS:
See 45 CFR Part 1159.
Papers in this system are maintained
in a locked file cabinet located within
an office that is kept locked during nonbusiness hours. Electronic records in
this system are password protected and
accessible only to division staff.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
Literature Division, 1100
Pennsylvania Avenue, NW., Suite 722,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number,
biographical information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
PURPOSE:
To create a central repository for
information about individuals who have
been nominated to receive a Literature
Fellowship and to create a record of
Literature Fellowship recipients.
ROUTINE USES:
Information in this system is used to
compile nominee packages for review
by a panel in selecting the recipients of
Literature Fellowships.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
All records in this system are
maintained in paper format in locked
file cabinets.
RECORD SOURCE CATEGORIES:
RETENTION AND DISPOSAL:
Data in this system is obtained from
individuals covered by the system.
NEA–17
Records pertaining to nominees are
maintained for five years. After five
years have passed, nominee records are
shredded. Records pertaining to
recipients are maintained permanently
at the Endowment.
SYSTEM NAME:
SYSTEM MANAGER(S) AND ADDRESS:
SAFEGUARDS:
National Heritage Fellowship
Recipients.
Division Coordinator, Folk &
Traditional/Musical Theater/Theater,
Records in this system are maintained
in a locked file cabinet.
jlentini on PROD1PC65 with NOTICES
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
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16:15 Jun 27, 2008
Jkt 214001
PO 00000
Frm 00082
Fmt 4703
Sfmt 4703
RETRIEVABILITY:
Records in this system are retrieved
by name of nominee or by name of
recipient.
E:\FR\FM\30JNN1.SGM
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Federal Register / Vol. 73, No. 126 / Monday, June 30, 2008 / Notices
RETENTION AND DISPOSAL:
Records pertaining to unsuccessful
applicants are shredded. Records
pertaining to recipients are maintained
permanently at the Endowment.
SYSTEM MANAGER(S) AND ADDRESS:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
All records in this system are
maintained in paper format in locked
file cabinets.
Division Coordinator; Literature
Division, National Endowment for the
Arts, 1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
RETRIEVABILITY:
NOTIFICATION PROCEDURE:
SAFEGUARDS:
Records in this system are retrieved
by name of nominee or by name of
recipient.
Records in this system are maintained
in a locked file cabinet located within
an office that is kept locked during nonbusiness hours.
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
RETENTION AND DISPOSAL:
CONTESTING RECORD PROCEDURES:
Data in this system is obtained from
individuals covered by the system.
Records pertaining to nominees are
maintained for five years. After five
years have passed, nominee records are
shredded. Records pertaining to
recipients are maintained permanently
at the Endowment.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
SYSTEM MANAGER(S) AND ADDRESS:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Division Coordinator; Arts Education/
Music/Opera/Presenting Division,
National Endowment for the Arts, 1100
Pennsylvania Avenue, NW.,
Washington, DC 20506.
None.
NEA–19
SYSTEM NAME:
Opera Honor Award Recipients.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
SYSTEM LOCATION:
Arts Education/Music/Opera/
Presenting Division, 1100 Pennsylvania
Avenue, NW., Suite 703, Washington,
DC 20506.
RECORD ACCESS PROCEDURES:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
RECORD SOURCE CATEGORIES:
Individuals nominated to receive an
Opera Honor Award from the
Endowment and recipients of the award.
CATEGORIES OF RECORDS IN THE SYSTEM:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
Data in this system is obtained from
individuals covered by the system.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Name, address, telephone number,
biographical information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Kathleen Edwards,
Director, Administrative Services, National
Endowment for the Arts.
[FR Doc. E8–14680 Filed 6–27–08; 8:45 am]
BILLING CODE 7537–01–P
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
PURPOSE:
jlentini on PROD1PC65 with NOTICES
To create a central repository for
information about individuals who have
been nominated to receive an Opera
Honor Award and to create a record of
Opera Honor Award recipients.
ROUTINE USES:
Information in this system is used to
compile nominee packages for review
by a panel in selecting the recipients of
the Opera Honor Awards.
VerDate Aug<31>2005
16:15 Jun 27, 2008
Jkt 214001
NATIONAL SCIENCE FOUNDATION
Record of Decision: United States
Implementing Organization’s
Participation in the Integrated Ocean
Drilling Program
National Science Foundation.
Record of Decision: United
States Implementing Organization’s
Participation in the Integrated Ocean
Drilling Program
AGENCY:
ACTION:
Dr.
James Allan, Program Director, Ocean
FOR FURTHER INFORMATION CONTACT:
PO 00000
Frm 00083
Fmt 4703
Sfmt 4703
36919
Drilling Program, Division of Ocean
Sciences, National Science Foundation,
4201 Wilson Boulevard, Suite 725,
Arlington, VA 22230. Telephone: (703)
292–8581. E-mail: jallan@nsf.gov.
SUMMARY: The National Science
Foundation (NSF) has decided to
proceed with funding the United States
Implementing Organization’s (USIO)
participation in the Integrated Ocean
Drilling Program (IODP), an
international research program that
explores the history and structure of the
earth as recorded in seafloor sediments,
fluids, and rocks. The planned action
will result in the United States
providing and operating a light, riserless
drilling vessel, the modernized and
retrofitted JOIDES Resolution, also
referred to as the Scientific Ocean
Drilling Vessel (SODV). The Consortium
for Ocean Leadership, Inc. (COL) and its
partners, Lamont-Doherty Earth
Observatory of Columbia University
(LDEO) and Texas A&M University
(TAMU) through the Texas A&M
Research Foundation (TAMRF) have
been selected by NSF to be the IODP–
USIO for the light drilling vessel and
related activities.
Alternative B has been selected as the
preferred alternative. In reaching this
decision, the Director of the NSF Ocean
Drilling Program has considered the
potential environmental impacts
addressed in the Programmatic
Environmental Impact Statement (PEIS)
for proposed IODP–USIO activities. The
National Marine Fisheries Service
(NMFS), a part of the National Oceanic
and Atmospheric Administration
(NOAA), was a cooperating agency in
the preparation of the PEIS. The
Director has also sought input from
Federal agencies, research institutions,
private organizations, and individuals.
A Notice of Availability for public
review of the draft PEIS was published
in the Federal Register and copies of the
document were made available for
review to all interested parties including
international and U.S. Federal agencies,
research institutions, private
organizations, and individuals. Two
public meetings were conducted. No
comments were received.
NSF will distribute this Record of
Decision (ROD) to all known interested
and affected persons and agencies and
will publish a notice of its availability
in the Federal Register.
SUPPLEMENTARY INFORMATION:
Decision
Background
The NSF proposes to fund the USIO’s
participation in the IODP, which
involves the operation of a light,
E:\FR\FM\30JNN1.SGM
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]]>Agencies
[Federal Register Volume 73, Number 126 (Monday, June 30, 2008)]
[Notices]
[Pages 36908-36919]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E8-14680]
=======================================================================
-----------------------------------------------------------------------
NATIONAL ENDOWMENT FOR THE ARTS
RIN 3135AA22
Privacy Act of 1974: Republication of Notice of Systems of
Records
AGENCY: National Endowment for the Arts.
ACTION: Notice of republication of systems of records, proposed systems
of records, and new routine uses.
-----------------------------------------------------------------------
SUMMARY: The National Endowment for the Arts (Endowment) is publishing
a notice of its systems of records with descriptions of the systems and
the ways in which they are maintained, as required by the Privacy Act
of 1974, 5 U.S.C. 552a(e)(4). This notice reflects administrative
changes that have been made at the Endowment since the last publication
of a notice of its systems of records. This notice also will enable
individuals who wish to access information maintained in Endowment
systems to make accurate and specific requests for such information.
DATES: In accordance with 5 U.S.C. 552a(r), on June 19, 2008, the
[[Page 36909]]
Endowment filed a report as to the changes proposed in this notice with
the Committee on Oversight and Government Reform of the House of
Representatives; the Senate Committee on Homeland Security and
Governmental Affairs; and the Administrator, Office of Information and
Regulatory Affairs, Office of Management and Budget (OMB). The proposed
changes to the Endowment's systems of records will become effective 40
days from the date the report was submitted to Congress and the OMB, or
30 days from the date of this publication in the Federal Register,
whichever is later.
ADDRESSES: Karen Elias; Acting General Counsel, National Endowment for
the Arts, 1100 Pennsylvania Avenue, NW., Room 518; Washington, DC
20506; telefax at (202) 682-5572 or by electronic mail at
eliask@arts.endow.gov.
FOR FURTHER INFORMATION CONTACT: Karen Elias, (202) 682-5418.
SUPPLEMENTARY INFORMATION: In accordance with 5 U.S.C. 552a(e)(4), the
Endowment is today republishing a notice of the existence and character
of its systems of records in order to make available in one place in
the Federal Register the most up-to-date information regarding these
systems. This republication has become necessary to reflect
administrative changes, such as agency restructuring and the increased
use of electronic technology, that have been made at the Endowment
since the last publication of a notice of its systems of records.
Statement of General Routine Uses
The following general routine uses are incorporated by this
reference into each system of records set forth herein, unless
specifically limited in the system description.
1. A record may be disclosed as a routine use to a Member of
Congress or his or her staff, when the Member of Congress or his or her
staff requests the information on behalf of and at the request of the
individual who is the subject of the record.
2. A record may be disclosed as a routine use to designated
officers and employees of other agencies and departments of the Federal
government having an interest in the subject individual for employment
purposes (including the hiring or retention of any employee; the
issuance of a security clearance; the letting of a contract; or the
issuance of a license, grant, or other benefit by the requesting
agency) to the extent that the information is relevant and necessary to
the requesting agency's decision on the matter involved.
3. In the event that a record in a system of records maintained by
the Endowment indicates, either by itself or in combination with other
information in the Endowment's possession, a violation or potential
violation of the law (whether civil, criminal, or regulatory in nature,
and whether arising by statute or by regulation, rule, or order issued
pursuant thereto), that record may be referred, as a routine use, to
the appropriate agency, whether Federal, state, local, or foreign,
charged with the responsibility of investigating or prosecuting such
violation, or charged with enforcing or implementing the statute, rule,
regulation, or order issued pursuant thereto. Such referral shall be
deemed to authorize: (1) Any and all appropriate and necessary uses of
such records in a court of law or before an administrative board or
hearing; and (2) Such other interagency referrals as may be necessary
to carry out the receiving agencies' assigned law enforcement duties.
4. The names, Social Security numbers, home addresses, dates of
birth, dates of hire, quarterly earnings, employer identifying
information, and State of hire of employees may be disclosed as a
routine use to the Office of Child Support Enforcement, Administration
for Children and Families, Department of Health and Human Services, as
follows:
(a) For use in the Federal Parent Locator System (FPLS) and the
Federal Tax Offset System for the purpose of locating individuals to
establish paternity, establishing and modifying orders of child
support, identifying sources of income, and for other child support
enforcement actions as required by the Personal Responsibility and Work
Opportunity Reconciliation Act of 1996 (Pub. L. 104-193);
(b) For release to the Social Security Administration for the
purpose of verifying Social Security numbers in connection with the
operation of the FPLS; and
(c) For release to the U.S. Department of the Treasury (Treasury)
for the purpose of payroll, savings bonds, and other deductions;
administering the Earned Income Tax Credit Program (Section 32,
Internal Revenue Code of 1986); and verifying a claim with respect to
employment on a tax return, as required by the Personal Responsibility
and Work Opportunity Reconciliation Act of 1996 (Pub. L. 104-193).
5. A record may be disclosed as a routine use in the course of
presenting evidence to a court, magistrate, or administrative tribunal
of appropriate jurisdiction, and such disclosure may include
disclosures to opposing counsel in the course of settlement
negotiations.
6. Information from any system of records may be used as a data
source for management information, for the production of summary
descriptive statistics and analytical studies in support of the
function for which the records are collected and maintained, or for
related personnel management functions or manpower studies. Information
may also be disclosed to respond to general requests for statistical
information (without personal identification of individuals) under the
Freedom of Information Act.
7. A record may be disclosed as a routine use to a contractor,
expert, or consultant of the Endowment (or an office within the
Endowment) when the purpose of the release is to perform a survey,
audit, or other review of the Endowment's procedures and operations.
8. A record from any system of records may be disclosed as a
routine use to the National Archives and Records Administration in
records management inspections conducted under authority of 44 U.S.C.
2904 and 2906.
9. A record may be disclosed to a contractor, grantee, or other
recipient of Federal funds when the record to be released reflects
serious inadequacies with the recipient's personnel, and disclosure of
the record is for the purpose of permitting the recipient to effect
corrective action in the government's best interests.
10. A record may be disclosed to a contractor, grantee, or other
recipient of Federal funds when the recipient has incurred an
indebtedness to the government through its receipt of government funds,
and release of the record is for the purpose of allowing the debtor to
effect a collection against a third party.
11. Information in a system of records may be disclosed as a
routine use to the Treasury; other Federal agencies; ``consumer
reporting agencies'' (as defined in the Fair Credit Reporting Act, 15
U.S.C. 168 la(f), or the Federal Claims Collection Act of 1966, 31
U.S.C. 3701(a)(3)); or private collection contractors for the purpose
of collecting a debt owed to the Federal government as provided in the
regulations promulgated by the Endowment and published at 45 CFR 1150.
Table of Contents
This document gives notice that the following Endowment systems of
records are in effect:
[[Page 36910]]
NEA-1 Panelists, Automated Panel Bank System (APBS)
NEA-2 Panelists, Paper Files
NEA-3 National Council on the Arts
NEA-4 Grants, Grants Management System (GMS)
NEA-5 Grants, Paper Files
NEA-6 Contracts and Cooperative Agreements
NEA-7 Payroll/Personnel System
NEA-8 Government Purchasing Card Holders
NEA-9 Financial Management Information System (FMIS)
NEA-10 Finance, Subsidiary Tracking Systems
NEA-11 Finance, Paper Files
NEA-12 Equal Employment Opportunity Complaint Case Files
NEA-13 Civil Rights Complaint Case Files
NEA-14 Office of the Inspector General Investigative Files
NEA-15 Senate Nomination Files--National Council on the Arts
NEA-16 Jazz Masters Recipients
NEA-17 National Heritage Fellowship Recipients
NEA-18 Literature Fellowship Recipients
NEA-19 Opera Honor Award Recipients
NEA-1
SYSTEM NAME:
Panelists Automated Panel Bank System (APBS).
SYSTEM LOCATION:
Information & Technology Management Division, 1100 Pennsylvania
Avenue, NW., Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals whom the Endowment may ask or has asked to serve on
application review panels.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, Social Security number, and other
data concerning potential and actual panelists, including information
about areas of artistic expertise and prior panel service.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE(S):
To provide a central repository for information about art experts
who could be or have been called upon to serve on application review
panels and make recommendations on grant awards.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system is used for identification of panelists and
their activities in this capacity. See also the list of General Routine
Uses contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained in an electronic database.
RETRIEVABILITY:
Records in this system are retrieved by name or Social Security
number.
SAFEGUARDS:
This system is maintained in a locked computer room that can be
accessed only by authorized employees of the Endowment or the National
Endowment for the Humanities. Access to records in this system is
further controlled by password, with different levels of modification
rights assigned to individuals and offices at the Endowment based on
their specific job functions.
RETENTION AND DISPOSAL:
Records in this system are maintained and updated on a continuing
basis, as new information is received by the Office of Guidelines and
Panel Operations. Endowment staff will periodically request updated
information from individuals who are registered in the APBS. Endowment
staff will also periodically purge the APBS of records pertaining to
individuals who have been in the APBS for three to five years, but who
have not served on a panel or had their records updated. Records will
be removed only with the concurrence of the appropriate discipline
directors.
SYSTEM MANAGER(S) AND ADDRESS:
Chief Information Officer, National Endowment for the Arts, 1100
Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system, as well as from Endowment employees and other individuals
nominating potential panelists.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-2
SYSTEM NAME:
Panelists, Paper Files.
SYSTEM LOCATION:
1100 Pennsylvania Avenue, NW., Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals whom the Endowment may ask or has asked to serve on
application review panels.
CATEGORIES OF RECORDS IN THE SYSTEM:
Additional information about potential and actual panelists. This
system includes materials such as resumes and panelist profile forms.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE(S):
To supplement the APBS with information well suited for maintenance
in hard copy form.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system is used for identification of panelists and
their activities in this capacity. See also the list of General Routine
Uses contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained in filing cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name.
SAFEGUARDS:
Rooms containing the records in this system are kept locked during
non-working hours.
RETENTION AND DISPOSAL:
The Office of Guidelines and Panel Operations maintains paper files
that are expanded as individuals, or discipline directors who are
proposing individuals for service on panels, submit resumes. Resumes
and profile forms are removed from these files only when they are
replaced by more recent information or when individuals are purged from
the APBS, as described above. Discipline offices may also maintain
paper files about individuals who have served on panels for their
divisions. The Endowment's Finance
[[Page 36911]]
Office maintains copies of panelist contracts. Each Discipline office
destroys its panelist contracts after the conclusion of the panel.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Guidelines and Panel Operations, National Endowment for
the Arts, 1100 Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system, as well as from Endowment employees and other individuals
nominating potential panelists.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-3
SYSTEM NAME:
National Council on the Arts (Council).
SYSTEM LOCATION:
Office of Council Operations, 1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Past and present members of the National Council on the Arts.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, Social Security number, and other
information concerning past and present members of the Council, such as
press clippings and correspondence.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE(S):
To provide a central repository for information about past and
present members of the Council.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system is used for identification of members of the
Council and their activities in this capacity. See also the list of
General Routine Uses contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained both electronically and in
paper files kept in file cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name.
SAFEGUARDS:
Rooms containing the paper records in this system are kept locked
during non-working hours. The electronic records in this system are
maintained on the office hard drive which is password-protected.
RETENTION AND DISPOSAL:
Records in this system are maintained on an indefinite basis for
reference purposes.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Council Operations, National Endowment for the Arts,
1100 Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system, as well as from Endowment employees involved with the
activities of the Council.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-4
SYSTEM NAME:
Grants, Grants Management System (GMS).
SYSTEM LOCATION:
Information and Technology Management Division, 1100 Pennsylvania
Avenue, NW., Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have applied to the Endowment for financial
assistance in the form of grants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, date of birth, Social Security
number, identification numbers assigned by the Endowment, National
Standard and agency-established codes, and grant action dates.
Financial and banking information is not maintained in the GMS.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE(S):
To provide a central repository for information about grant
applicants, recipients, and awards.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system may be used for general administration of the
grant review and award process, statistical research, and Congressional
oversight and analysis of trends. See also the list of General Routine
Uses contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained in an electronic database.
RETRIEVABILITY:
Records in this system are retrieved by name, application number,
grant number, or constituent identification number.
SAFEGUARDS:
This system is maintained in a locked computer room that can be
accessed only by authorized employees of the Endowment and the National
Endowment for the Humanities. Access to records in this system is
further controlled by password, with different levels of modification
rights assigned to individuals and offices at the Endowment based on
their specific job functions.
RETENTION AND DISPOSAL:
Records in this system are maintained on an indefinite basis for
reference purposes.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Grants and Contracts and/or Director of Information and
Technology Management, National Endowment for the Arts, 1100
Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
[[Page 36912]]
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system, as well as from Endowment employees involved in the
administration of grants.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-5
SYSTEM NAME:
Grants, Paper Files.
SYSTEM LOCATION:
1100 Pennsylvania Avenue, NW., Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have applied to the Endowment for financial
assistance in the form of grants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Additional information concerning Endowment decisions to award
grants, disburse funds, and close out grants. Materials include grant
applications, samples of work, award notification letters and any
approved amendments, payment requests, correspondence, and final
reports.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.)
PURPOSE(S):
To supplement the GMS with information well suited for maintenance
in hard copy form.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system may be used for general administration of the
grant review and award process, statistical research, and Congressional
oversight and analysis of trends. See also the list of General Routine
Uses contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained in file cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name, application number,
or grant number.
SAFEGUARDS:
Rooms containing records in this system are kept locked during non-
working hours.
RETENTION AND DISPOSAL:
The Grants and Contracts Office maintains grant paper files, which
are retired and destroyed after seven years. Discipline offices also
maintain paper files about grants in their divisions. When the final
descriptive and financial status reports are received and accepted, the
discipline office files are retired first to the Federal Records
Center, and then to the National Archives and Records Administration.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Grants and Contracts and/or Director of Administrative
Services, National Endowment for the Arts, 1100 Pennsylvania Avenue,
NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system, as well as from Endowment employees involved in the
administration of grants.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-6
SYSTEM NAME:
Contracts and Cooperative Agreements.
SYSTEM LOCATION:
1100 Pennsylvania Avenue, NW., Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have entered into administrative contracts or
cooperative agreements with the Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Relevant information concerning the contract or cooperative
agreement, such as copies of the signed document and requests for
payment/invoices.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE(S):
To maintain a record of contracts and cooperative agreements
entered into by the Endowment.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system may be used for General Accounting Office
audits and Congressional oversight. See also the list of General
Routine Uses contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The Grants and Contracts Office maintains records in this system in
an electronic database, word processing files, and file cabinets. The
Finance office also maintains paper files in this system in file
cabinets.
RETRIEVABILITY:
Database files are retrieved by name or by contract or cooperative
agreement number. Word processing files are retrieved by contract or
cooperative agreement number. Paper files maintained by the Grants and
Contracts Office are retrieved by name. Paper files maintained by the
Finance Office are retrieved by name, Social Security number, or vendor
number.
SAFEGUARDS:
Database and word processing files are protected by a password
available to Grants and Contracts Office staff. Rooms containing paper
files are kept locked during non-working hours.
RETENTION AND DISPOSAL:
Database and word processing files are maintained on an indefinite
basis for reference purposes. Paper files maintained by the Grants and
Contracts Office are shipped to the National Archives and Records
Administration after the contract or cooperative agreement is
physically completed, and they are destroyed six years and three months
later. Paper files maintained by the Finance Office are also maintained
for six years and three months, and then destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Grants and Contracts and/or Director of Finance/CFO,
National Endowment for the Arts, 1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
[[Page 36913]]
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system, as well as from Endowment employees involved in contract
development, administration, and execution.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-7
SYSTEM NAME:
Payroll/Personnel System.
SYSTEM LOCATION:
1100 Pennsylvania Avenue, NW., Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Employees of the Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Payroll and personnel information, such as time and attendance
data, statements of earnings and leave, training data, wage and tax
statements, and payroll and personnel transactions. This system
includes data that is also maintained in the Endowment's official
personnel folders, which are managed in accordance with Office of
Personnel Management (OPM) regulations. The OPM has given notice of its
system of records covering official personnel folders in OPM/GOVT-1.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.); Federal Personnel Manual and Treasury
Fiscal Requirements Manual.
PURPOSE(S):
To document the Endowment's personnel processes and to calculate
and process payroll.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system may be transmitted to the U.S. Departments of
Agriculture and Treasury, and employee-designated financial
institutions to effect issuance of paychecks to employees and
distributions of pay according to employee directions for authorized
purposes. Data in this system may also be used to prepare payroll, meet
government recordkeeping and reporting requirements, and retrieve and
apply payroll and personnel information as required for agency needs.
See also the list of General Routine Uses contained in the Preliminary
Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic records in this system are maintained off-site by the
Department of Agriculture's National Finance Center (NFC) but can be
accessed by individuals in the Office of Human Resources and by
timekeepers for each of the Endowment's offices. Paper records
generated through the NFC are maintained in file cabinets by the Office
of Human Resources. The Office of Human Resources also maintains paper
records of security folders, training folders, and health records in
file cabinets. Office timekeepers maintain paper time and attendance
records for three years in file cabinets in their offices. Discipline
offices also may use file cabinets to maintain paper records concerning
performance reviews and other personnel actions.
RETRIEVABILITY:
Records in this system are retrieved by name, Social Security
number, or date of birth.
SAFEGUARDS:
Access to the electronic records in this system is controlled by
password on the limited number of Endowment computers that can be used
to draw information from the NFC. File cabinets containing the paper
records in this system are kept locked.
RETENTION AND DISPOSAL:
The Office of Human Resources maintains paper records in this
system in accordance with the General Services Administration's General
Records Schedule 2. Division offices may maintain paper records
concerning performance reviews and other personnel actions in their
divisions for the duration of an individual's employment with the
Endowment or another indefinite period.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Human Resources, National Endowment for the Arts, 1100
Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system, as well as from Endowment employees involved in the
administration of personnel and payroll processes.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-8
SYSTEM NAME:
Government Purchasing Card Holders.
SYSTEM LOCATION:
1100 Pennsylvania Avenue, NW., Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Endowment employees who have been issued credit cards to make
official purchases.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, office, account number, and spending limits.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE(S):
To maintain a record of Endowment employees authorized to use
government purchasing cards.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
See the list of General Routine Uses contained in the Preliminary
Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The Grants and Contracts Office maintains records in this system in
an electronic database and in paper records in file cabinets. The
Finance Office maintains additional paper records in this system in
file cabinets.
RETRIEVABILITY:
Electronic records in this system are retrieved by name, office,
account number, or spending limit. Paper records in this system are
retrieved by name or social security number.
SAFEGUARDS:
Access to electronic records in this system is controlled by a
password, which is available only to the Coordinator of Contracts and
Cooperative Agreements. Rooms containing paper records in this system
are kept locked during non-working hours.
[[Page 36914]]
RETENTION AND DISPOSAL:
Records in this system are maintained on an indefinite basis for
reference purposes. Records concerning individuals not issued credit
cards are destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Grants and Contracts and/or Director of Finance/CFO,
National Endowment for the Arts, 1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system, as well as from Endowment employees involved in administration
and oversight of government purchasing cards.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-9
SYSTEM NAME:
DELPHI (the Department of Transportation's Oracle Federal Financial
System that cross-services the Endowment).
SYSTEM LOCATION:
Information and Technology Management Division, 1100 Pennsylvania
Avenue, NW., Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Grant recipients, Endowment employees, vendors, and other
individuals involved in financial transactions with the Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, Social Security number, object class, category code,
discipline code, office code, sub-object class code, bank information,
Common Accounting Number, Council meeting number, document number,
schedule number, tax/employee identification number, vendor number,
funding fiscal year, transaction processing dates, and fund type.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE(S):
To promote effective fund control and financial management; to
provide a central repository for information about the Endowment's
financial transactions; and to enable the Budget and Finance offices to
share a common system for entering allocation, commitment, and
obligation information.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
See the list of General Routine Uses contained in the Preliminary
Statement. In addition, this system interfaces with the Grants
Management System (GMS) (see NEA-4) and extracts data from a magnetic
tape containing Payroll/Personnel information generated by the
Department of Agriculture's National Finance Center (NFC).
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained in computer processible
storage media.
RETRIEVABILITY:
Records in this system are retrieved by name, Social Security
number, tax/employee identification number, or vendor number.
SAFEGUARDS:
This system is maintained in a locked computer room that can be
accessed only by authorized employees of the Endowment and the National
Endowment for the Humanities. Access to records in this system is
further controlled by password, available to the Budget, Finance, and
Information and Technology Management Offices. Different levels of
modification rights are assigned to these three offices and Endowment
employees therein, based on their specific job functions.
RETENTION AND DISPOSAL:
Records in this system are maintained on an indefinite basis for
reference purposes.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Finance/CFO, National Endowment for the Arts, 1100
Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system and from Endowment employees who are involved with the
Endowment's fund control and financial management.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-10
SYSTEM NAME:
Finance, Subsidiary Tracking Systems.
SYSTEM LOCATION:
Finance Office, 1100 Pennsylvania Avenue, Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Grant recipients, Endowment employees, vendors, and other
individuals involved in financial transactions with the Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Files contain payment information for processing all payments.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE(S):
To supplement DELPHI with electronic records that cannot be
maintained within that system.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
See the list of General Routine Uses contained in the Preliminary
Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained in electronic databases.
RETRIEVABILITY:
Records in the Secure Payment System (SPS) are retrieved by name,
Social Security number, taxpayer identification number, or supplier
number.
SAFEGUARDS:
Access to records in this system is controlled by password.
RETENTION AND DISPOSAL:
Records in this system are maintained on an indefinite basis for
reference purposes.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Finance/CFO, National Endowment for the Arts, 1100
[[Page 36915]]
Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system and from Endowment employees who are involved with the
management of these subsidiary tracking systems.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-11
SYSTEM NAME:
Finance, Paper Files.
SYSTEM LOCATION:
Finance Office, 1100 Pennsylvania Avenue, NW., Washington, DC
20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Grant recipients, Endowment employees, vendors, and other
individuals involved in financial transactions with the Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
(1) The Accounts Receivables Files contain data concerning the type
and amount of debts owed to the Endowment, as well as debt collection
efforts. These files contain, as appropriate, the name and address of
the debtor; taxpayer's identification number; basis of the debt; date a
debt became delinquent; amounts accrued for interest, penalties,
administrative costs, and payment on account; date the debt was
referred to the Treasury for offset; and basis for termination of debt.
These files also include copies of bills for collection; invoices;
correspondence between the Endowment and the debtor relating to the
debt; and documents required to refer accounts to the Treasury, other
Federal agencies, or private collection contractor for debt collection.
(2) The Donations to Gift Fund Files contain copies of checks and
letters submitted by donors.
(3) The 1099 Files contain data concerning expenses over $600 per
calendar year that are reported to the Internal Revenue Service.
(4) The Travel Credit Cards Files contain applications for credit
cards and credit score reports.
(5) The Travel Authorizations Files contain employee data for
travel duty.
(6) The Travel Vouchers Files contain employee expense data from
travel duty.
(7) The Employee Reimbursement Files contain data concerning local
taxi and similar reimbursements to Endowment employees for authorized
Endowment expenses.
(8) The Star Awards Files contain data concerning awards for
Endowment employees.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.). In addition, the maintenance of debt
collection records in the Accounts Receivables Files is authorized by
the Debt Collection Act of 1982, Public Law 97-365; the Cash Management
Improvement Act Amendments of 1992; and the Debt Collection Improvement
Act of 1996 (Pub. L. 104-134).
PURPOSE(S):
To supplement DELPHI with information well suited for maintenance
in hard copy form.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
See the list of General Routine Uses contained in the Preliminary
Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained in file cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name, Social Security
number, taxpayer identification number, or contract number of the
employee, contractor, or grantee.
SAFEGUARDS:
Rooms containing the records in this system are kept locked during
non-working hours.
RETENTION AND DISPOSAL:
The retention and disposal of debt collection records in the
Accounts Receivables Files are covered by the General Services
Administration's General Records Schedule 6. Other records in this
system are retained on site or in storage for six years and three
months, and then destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Finance/CFO, National Endowment for the Arts, 1100
Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system, Endowment employees, creditor agencies, collection agencies,
credit bureaus, Federal employing agencies, and other Federal agencies
furnishing identifying information.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-12
SYSTEM NAME:
Equal Employment Opportunity Complaint Case Files.
SYSTEM LOCATION:
Civil Rights Office, 1100 Pennsylvania Avenue, NW., Washington, DC
20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Endowment employees and applicants for employment at the Endowment
who have filed formal complaints of discrimination against the
Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Relevant information concerning the complaint of discrimination,
such as correspondence and documentation concerning the filing of the
complaint and stages leading to its disposition.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE(S):
To enable the Endowment to investigate and adjudicate internal
complaints of discrimination.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system may be disclosed as necessary to enforce or
implement the statute, rule, regulation, or order under which the
charge of discrimination has been filed. This authorization includes
disclosures of data to a Federal, state, or local agency charged with
the responsibility of investigating, enforcing, or implementing such a
statute, rule, regulation, or order. See also the list of General
Routine Uses contained in the Preliminary Statement.
[[Page 36916]]
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained on computer diskettes and in
file cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name.
SAFEGUARDS:
Diskettes are kept in a locked file. Paper files are kept in a
locked file cabinet.
RETENTION AND DISPOSAL:
Complaint files are destroyed four years after resolution of the
case.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Civil Rights, National Endowment for the Arts, 1100
Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system and from Endowment employees who are involved with the claim or
proceeding.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-13
SYSTEM NAME:
Civil Rights Complaint Case Files.
SYSTEM LOCATION:
Civil Rights Office, 1100 Pennsylvania Avenue, NW., Washington, DC
20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have filed formal complaints of discrimination
against the Endowment. However, this system does not include complaints
made by either Endowment employees or applicants for employment at the
Endowment, which are covered as described above.
CATEGORIES OF RECORDS IN THE SYSTEM:
Relevant information concerning the complaint of discrimination,
including correspondence and documentation concerning the filing of the
complaint and stages leading to its disposition.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE(S):
To enable the Endowment to investigate and adjudicate external
complaints of discrimination.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system may be disclosed as necessary to enforce or
implement the statute, rule, regulation, or order under which the
charge of discrimination has been filed. This authorization includes
disclosures of data to a Federal, state, or local agency charged with
the responsibility of investigating, enforcing, or implementing such a
statute, rule, regulation, or order. See also the list of General
Routine Uses contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained on computer diskettes and in
file cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name or a control number
assigned to each external complaint of discrimination.
SAFEGUARDS:
Diskettes are kept in a locked file. Paper files are kept in a
locked file cabinet.
RETENTION AND DISPOSAL:
Complaint files are destroyed four years after resolution of the
case.
SYSTEM MANAGER(S) AND ADDRESS:
Director of Civil Rights, National Endowment for the Arts, 1100
Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system and from Endowment employees who are involved with the claim or
proceeding.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-14
SYSTEM NAME:
Office of the Inspector General Investigative Files.
SYSTEM LOCATION:
Office of the Inspector General, 1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals and entities who are or have been the subject of
investigations by the Office of the Inspector General, or who provide
information in connection with such investigations. These individuals
include, but are not limited to, former and present Endowment
employees; former and present Endowment grant recipients; former and
present contractors and subcontractors, and their employees; former and
present consultants; and other individuals and entities that had, have,
or are seeking to obtain business relationships with the Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Correspondence relevant to the investigation; working papers of the
staff, investigative notes, internal staff memoranda, and other
documents and records relating to the investigation; information about
criminal, civil, or administrative referrals; information provided by
subjects of the investigation, individuals with whom the subjects are
associated, complainants, or witnesses; information provided by
Federal, State, or local governmental investigative or law enforcement
agencies, or other organizations; copies of subpoenas issued during the
investigation; and opening reports, progress reports, and closing
reports, with recommendations for corrective action.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Inspector General Act of 1978, as amended (5 U.S.C. app. 3).
PURPOSE(S):
To maintain files of investigative and reporting activities carried
out by the Office of the Inspector General.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
Data in this system may be disclosed to any source, either private
or governmental, to the extent necessary to secure from such source
information relevant to, and sought in furtherance of, a legitimate
investigation or audit.
[[Page 36917]]
Data in this system may also be disclosed to the Office of the
Inspector General's or the Endowment's legal representative, including
the U.S. Department of Justice and other outside legal counsel, when
the Office of the Inspector General or the Endowment is a party in
actual or anticipated litigation or has an interest in such litigation.
See also the list of General Routine Uses contained in the Preliminary
Statement.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained in file cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name, report number, or
chronological ordering.
SAFEGUARDS:
Work papers for allegation and other investigative reviews
conducted by or for the Office of the Inspector General are kept in a
locked file cabinet. All records in this system are kept in rooms that
are locked during non-working hours and are accessible to the Inspector
General only.
RETENTION AND DISPOSAL:
Records in this system are maintained on-site until eligible for
destruction. Workpapers used in evaluating grantees' audit reports and
financial statements are destroyed on a three-year cycle. Workpapers
and correspondence prepared and/or obtained during the clearance
process of audit recommendations are destroyed on a six-year cycle from
the date that the recommendations are cleared. All other records in
this system are destroyed on a seven-year cycle.
SYSTEM MANAGER(S) AND ADDRESS:
Inspector General, National Endowment for the Arts, 1100
Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
The major part of this system is exempted from this requirement
pursuant to 5 U.S.C. 552a(j)(2) or (k)(2). To the extent that this
system is not subject to exemption, it is subject to access. A
determination as to exemption shall be made at the time a request for
access is received. Access requests must be sent to the Office of the
General Counsel in accordance with the procedures published at 45 CFR
Part 1159.
CONTESTING RECORD PROCEDURES:
The major part of this system is exempted from this requirement
pursuant to 5 U.S.C. 552a(j)(2) or (k)(2). To the extent that this
system is not subject to exemption, it is subject to access and
contest. A determination as to exemption shall be made at the time a
request for access is received. Access requests must be sent to the
Office of the General Counsel in accordance with the procedures
published at 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals who are covered by
the system, as well as from individuals with whom the subjects are
associated; Federal, State, or local governmental investigative or law
enforcement agencies; and other organizations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempted from 5 U.S.C. 552a except subsections (b);
(c)(1) and (2); (e)(4)(A) through (F); (e)(6), (7), (9), (10), and
(11); and (i) under 552a(j)(2) to the extent that the system pertains
to enforcement of criminal laws. This system is exempted from 5 U.S.C.
552a(c)(3); (d); (e)(1); (e)(4)(G), (H), and (1); and (f) under 5
U.S.C. 552a(k)(2) to the extent that the system consists of
investigatory material compiled for law enforcement purposes, other
than material within the scope of the exemption at 5 U.S.C. 552a(j)(2).
These exemptions are contained in 45 CFR Part 1159.
NEA-15
SYSTEM NAME:
Senate Nomination Files--National Council on the Arts
SYSTEM LOCATION:
Office of General Counsel, 1100 Pennsylvania Avenue, NW., Suite
518, Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Members of the National Council on the Arts (NCA).
CATEGORIES OF RECORDS IN THE SYSTEM:
Confidential Financial Disclosure Reports (SF-450), and clearance
letters to the U.S. Senate for nominees to the NCA.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.) 5 CFR 2634.901 et seq.
PURPOSE(S):
To maintain a record of the members of the NCA's financial
disclosure reports upon nomination.
ROUTINE USES:
Data in this system is used by the Designated Agency Ethics Officer
only.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records in this system are maintained in paper format in locked
file cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name.
SAFEGUARDS:
This system is maintained in a locked file cabinet within an office
that is locked during non-business hours.
RETENTION AND DISPOSAL:
Records in this system are maintained for a period of six years
after the member rotates off of the NCA.
SYSTEM MANAGER(S) AND ADDRESS:
Designated Agency Ethics Officer, National Endowment for the Arts,
1100 Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-16
SYSTEM NAME:
Jazz Masters Recipients.
SYSTEM LOCATION:
Arts Education/Music/Opera/Presenting Division, 1100 Pennsylvania
Avenue, NW., Suite 703, Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals nominated to receive a Jazz Masters award from the
Endowment and recipients of the award.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, biographical information.
[[Page 36918]]
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE:
To create a central repository for information about individuals
who have been nominated to receive a Jazz Masters award and to create a
record of Jazz Masters recipients.
ROUTINE USES:
Information in this system is used to compile nominee packages for
review by a panel in selecting the recipients of Jazz Masters award.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
All records in this system are maintained in paper format in locked
file cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name of nominee or by name
of recipient.
SAFEGUARDS:
Records in this system are maintained in a locked file cabinet
located within an office that is kept locked during non-business hours.
RETENTION AND DISPOSAL:
Records pertaining to nominees are maintained for five years. After
five years have passed, nominee records are shredded. Records
pertaining to recipients are maintained permanently at the Endowment.
SYSTEM MANAGER(S) AND ADDRESS:
Division Coordinator, Arts Education/Music/Opera/Presenting
Division, National Endowment for the Arts, 1100 Pennsylvania Avenue,
NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-17
SYSTEM NAME:
National Heritage Fellowship Recipients.
SYSTEM LOCATION:
Folk & Traditional/Musical Theater/Theater Division, 1100
Pennsylvania Avenue, NW., Suite 720, Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals nominated to receive a National Heritage Fellowship
from the Endowment and recipients of the fellowship.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, biographical information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE:
To create a central repository for information about individuals
who have been nominated to receive a National Heritage Fellowship and
to create a record of National Heritage Fellowship recipients.
ROUTINE USES:
Information in this system is used to compile nominee packages for
review by a panel in selecting the recipients of National Heritage
Fellowships.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
All records in this system are maintained in paper format in locked
file cabinets and in electronic form in a database accessible only to
division staff.
RETRIEVABILITY:
Records in this system are retrieved by name of nominee or by name
of recipient.
SAFEGUARDS:
Papers in this system are maintained in a locked file cabinet
located within an office that is kept locked during non-business hours.
Electronic records in this system are password protected and accessible
only to division staff.
RETENTION AND DISPOSAL:
Records pertaining to nominees are maintained for five years. After
five years have passed, nominee records are shredded. Records
pertaining to recipients are maintained permanently at the Endowment.
SYSTEM MANAGER(S) AND ADDRESS:
Division Coordinator, Folk & Traditional/Musical Theater/Theater,
National Endowment for the Arts, 1100 Pennsylvania Avenue, NW.,
Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-18
SYSTEM NAME:
Literature Fellowship Recipients.
SYSTEM LOCATION:
Literature Division, 1100 Pennsylvania Avenue, NW., Suite 722,
Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individual applicants for a Literature Fellowship from the
Endowment and recipients of the fellowship.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, biographical information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE:
To create a central repository for information about individuals
who have been nominated to receive a Literature Fellowship and to
create a record of Literature Fellowship recipients.
ROUTINE USES:
Information in this system is used to compile nominee packages for
review by a panel in selecting the recipients of Literature
Fellowships.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
All records in this system are maintained in paper format in locked
file cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name of nominee or by name
of recipient.
SAFEGUARDS:
Records in this system are maintained in a locked file cabinet.
[[Page 36919]]
RETENTION AND DISPOSAL:
Records pertaining to unsuccessful applicants are shredded. Records
pertaining to recipients are maintained permanently at the Endowment.
SYSTEM MANAGER(S) AND ADDRESS:
Division Coordinator; Literature Division, National Endowment for
the Arts, 1100 Pennsylvania Avenue, NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
NEA-19
SYSTEM NAME:
Opera Honor Award Recipients.
SYSTEM LOCATION:
Arts Education/Music/Opera/Presenting Division, 1100 Pennsylvania
Avenue, NW., Suite 703, Washington, DC 20506.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals nominated to receive an Opera Honor Award from the
Endowment and recipients of the award.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, biographical information.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 et seq.).
PURPOSE:
To create a central repository for information about individuals
who have been nominated to receive an Opera Honor Award and to create a
record of Opera Honor Award recipients.
ROUTINE USES:
Information in this system is used to compile nominee packages for
review by a panel in selecting the recipients of the Opera Honor
Awards.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
All records in this system are maintained in paper format in locked
file cabinets.
RETRIEVABILITY:
Records in this system are retrieved by name of nominee or by name
of recipient.
SAFEGUARDS:
Records in this system are maintained in a locked file cabinet
located within an office that is kept locked during non-business hours.
RETENTION AND DISPOSAL:
Records pertaining to nominees are maintained for five years. After
five years have passed, nominee records are shredded. Records
pertaining to recipients are maintained permanently at the Endowment.
SYSTEM MANAGER(S) AND ADDRESS:
Division Coordinator; Arts Education/Music/Opera/Presenting
Division, National Endowment for the Arts, 1100 Pennsylvania Avenue,
NW., Washington, DC 20506.
NOTIFICATION PROCEDURE:
See 45 CFR Part 1159.
RECORD ACCESS PROCEDURES:
See 45 CFR Part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR Part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Kathleen Edwards,
Director, Administrative Services, National Endowment for the Arts.
[FR Doc. E8-14680 Filed 6-27-08; 8:45 am]
BILLING CODE 7537-01-P
