Financial Management Service; Privacy Act of 1974: Systems of Records, 23006-23021 [E9-11415]

Agencies

• Fiscal Service
• DEPARTMENT OF THE TREASURY

[Federal Register Volume 74, Number 93 (Friday, May 15, 2009)]
[Notices]
[Pages 23006-23021]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E9-11415]


-----------------------------------------------------------------------

DEPARTMENT OF THE TREASURY

Fiscal Service


Financial Management Service; Privacy Act of 1974: Systems of 
Records

AGENCY: Financial Management Service, Fiscal Service, Treasury.

ACTION: Notice of systems of records.

-----------------------------------------------------------------------

SUMMARY: In accordance with the requirements of the Privacy Act of 
1974, as amended, 5 U.S.C. 552a, Financial Management Service is 
publishing its inventory of Privacy Act systems of records.

SUPPLEMENTARY INFORMATION: Pursuant to the Privacy Act of 1974 (5 
U.S.C. 552a) and the Office of Management and Budget (OMB) Circular No. 
A-130, Financial Management Service (FMS) has completed a review of its 
Privacy Act systems of records notices to identify minor changes to 
those notices. FMS' Privacy Act systems of records were last published 
on June 14, 2005 at 70 FR 34522-34535.
    The following system of records was added to FMS' inventory of 
Privacy Act notices since June 14, 2005: FMS.006--Direct Deposit 
Enrolment Records, published October 12, 2005 at 70 FR 59395.
    On May 22, 2007, the Office of Management and Budget (OMB) issued 
Memorandum M-07-16 entitled ``Safeguarding Against and Responding to 
the Breach of Personally Identifiable Information.'' It required 
agencies to publish the routine use recommended by the President's 
Identity Theft Task Force. As part of that effort, the Department 
published the notice of the proposed routine use on October 3, 2007, at 
72 FR 56434, and it was effective on November 13, 2007. The new routine 
use has been added to each FMS system of records below.
    The systems notices are reprinted in their entirety following the 
Table of Contents.

Systems Covered by This Notice

    This notice covers all systems of records adopted by FMS up to 
August 1, 2008. The systems notices are reprinted in their entirety 
following the Table of Contents.

    Dated: May 12, 2009.
Elizabeth Cuffe,
Deputy Assistant Secretary Privacy and Treasury Records.

Financial Management Service (FMS)

Table of Contents

FMS.001--Administrative Records.
FMS.002--Payment Issue Records for Regular Recurring Benefit 
Payments.
FMS.003--Claims and Inquiry Records on Treasury Checks, and 
International Claimants.
FMS.004--Education and Training Records.
FMS.005--FMS Personnel Records.
FMS.006--Direct Deposit Enrollment Records.
FMS.007--Payroll and Pay Administration.
FMS.010--Records of Accountable Officers' Authority With Treasury.
FMS.012--Pre-complaint Counseling and Complaint Activities.
FMS.013--Gifts to the United States.
FMS.014--Debt Collection Operations System.
FMS.016--Payment Records for Other Than Regular Recurring Benefit 
Payments.
FMS.017--Collections Records.
TREASURY/FMS.001

SYSTEM NAME:
    Administrative Records--Treasury/Financial Management Service.

SYSTEM LOCATION:
    Financial Management Service, U.S. Department of the Treasury, 
Prince George's Metro Center II, 3700 East-West Highway, Room 144, 
Hyattsville, MD 20782. Also, please see Appendix I.

[[Page 23007]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Financial Management Service personnel.

CATEGORIES OF RECORDS IN THE SYSTEM:
    (1) Motor Vehicle Accident Reports; (2) Parking Permits; (3) 
Distribution list of individuals requesting various Treasury 
publications; (4) Treasury Credentials.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records may be used to:
    (1) Disclose to GSA for driver's permits, parking permits, accident 
reports, and credentials;
    (2) Disclose to GPO for servicing public on Treasury publications;
    (3) Disclose to appropriate agencies, entities, and persons when 
(a) the Department suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised; (b) the Department has determined that as a result of the 
suspected or confirmed compromise there is a risk of harm to economic 
or property interests, identity theft or fraud, or harm to the security 
or integrity of this system or other systems or programs (whether 
maintained by the Department or another agency or entity) that rely 
upon the compromised information; and (c) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Department's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hardcopy/Electronic.

RETRIEVABILITY:
    By name and by Treasury publication.

SAFEGUARDS:
    Locked containers.
    Administrative Procedure--names are not given to anyone except 
those who control the listing.

RETENTION AND DISPOSAL:
    (1) Distribution List [printed materials]--destroy one year after 
the end of the fiscal year during which the records were created.
    (2) Motor Vehicle Accident Reports--destroy six years after the end 
of the fiscal year during which the records were created.
    (3) Treasury Credentials--destroy in accordance with National 
Archives and Records Administration General Records Schedule 11, item 
4.
    (4) Parking Permits--destroy two years after the end of the fiscal 
year during which the records were created.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Facilities Management Division, Financial Management 
Service, U.S. Department of the Treasury, Prince George's Metro Center 
II, 3700 East-West Highway, Room 144, Hyattsville, MD 20782.

NOTIFICATION PROCEDURE:
    Inquiries under the Privacy Act of 1974 shall be sent to the 
Disclosure Officer, Financial Management Service, U.S. Department of 
the Treasury, Liberty Center Building, 401 14th St., SW., Washington, 
DC 20227. All individuals making inquiries should provide with their 
request as much descriptive matter as is possible to identify the 
particular record desired. The system manager will advise as to whether 
the Service maintains the record requested by the individual.

RECORD ACCESS PROCEDURES:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer at the address shown above. All 
individuals are urged to examine the rules of the U.S. Department of 
the Treasury published in 31 CFR part 1, subpart C concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

CONTESTING RECORD PROCEDURES:
    See ``Record access procedures'' above.

RECORD SOURCE CATEGORIES:
    Financial Management Service personnel.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
Appendix I to FMS.001
     Motor Vehicle Accident Reports: Prince George's Metro 
Center II, 3700 East-West Highway, Room 127, Hyattsville, MD 20782.
     Parking Permits: 1. Prince George's Metro Center II, 3700 
East-West Highway, Room 127, Hyattsville, MD 20782. 2. Liberty Center 
Building, 401 14th Street, SW., Room 118, Washington, DC 20227.
     Distribution List: Prince George's Metro Center II, 3700 
East-West Highway, Hyattsville, MD 20782.
     Treasury Credentials: Prince George's Metro Center II, 
3700 East-West Highway, Room 158-B, Hyattsville, MD 20782.
TREASURY/FMS.002

SYSTEM NAME:
    Payment Issue Records for Regular Recurring Benefit Payments--
Treasury/Financial Management Service.

SYSTEM LOCATION:
    The Financial Management Service, U.S. Department of the Treasury, 
Washington, DC 20227 and Hyattsville, MD 20782. Records maintained at 
Financial Centers in five regions: Austin, TX; Birmingham, AL; Kansas 
City, MO; Philadelphia, PA; and San Francisco, CA.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    (1) Beneficiaries of Title II of the Social Security Act.
    (2) Beneficiaries of Title XVI of the Social Security Act.
    (3) Beneficiaries of the Civil Service Retirement System.
    (4) Beneficiaries of the Railroad Retirement System.
    (5) Beneficiaries of the Department of Veterans Affairs.
    (6) Holders of Series H and HH Bonds (interest payment).

CATEGORIES OF RECORDS IN THE SYSTEM:
    Payment issue records for regular recurring benefit payments 
showing name, check number and symbol, or other identification, 
address, account number, payment amount, and date of issuance for each 
of the categories of individuals listed above.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; Executive Order 6166, dated June 10, 1933.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records may be used to:
    (1) Disclose to banking industry for payment verification;
    (2) Disclose to Federal investigative agencies, Departments and 
agencies for whom payments are made, and payees;
    (3) Disclose pertinent information to appropriate Federal, State, 
local or foreign agencies responsible for investigating or prosecuting 
the violations of, or for enforcing or implementing, a statute, rule, 
regulation, order, or license, where the disclosing agency becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation;
    (4) Disclose information to a Federal, State, or local agency 
maintaining civil,

[[Page 23008]]

criminal or other relevant enforcement information or other pertinent 
information, which has requested information relevant or necessary to 
the requesting agency's or the bureau's hiring or retention of an 
individual, or issuance of a security clearance, license, contract, 
grant, or other benefit;
    (5) Disclose information to a court, magistrate, or administrative 
tribunal of competent jurisdiction;
    (6) Disclose information to foreign governments in accordance with 
formal or informal international agreements;
    (7) Provide information to a congressional office in response to an 
inquiry made at the request of the individual to whom the record 
pertains;
    (8) Provide information to the news media in accordance with 
guidelines contained in 28 CFR 50.2 which relate to an agency's 
functions relating to civil and criminal proceedings;
    (9) Provide information to unions recognized as exclusive 
bargaining representatives under the Civil Service Reform Act of 1978, 
5 U.S.C. 7111 and 7114;
    (10) Provide information to third parties during the course of an 
investigation to the extent necessary to obtain information pertinent 
to the investigation;
    (11) Disclose information concerning delinquent debtors to Federal 
creditor agencies, their employees, or their agents for the purpose of 
facilitating or conducting Federal administrative offset, Federal tax 
refund offset, Federal salary offset, or for any other authorized debt 
collection purpose;
    (12) Disclose information to any State, Territory or Commonwealth 
of the United States, or the District of Columbia to assist in the 
collection of State, Commonwealth, Territory or District of Columbia 
claims pursuant to a reciprocal agreement between FMS and the State, 
Commonwealth, Territory or the District of Columbia;
    (13) Disclose to the Defense Manpower Data Center and the United 
States Postal Service and other Federal agencies through authorized 
computer matching programs for the purpose of identifying and locating 
individuals who are delinquent in their repayment of debts owed to the 
Department or other Federal agencies in order to collect those debts 
through salary offset and administrative offset, or by the use of other 
debt collection tools;
    (14) Disclose information to a contractor of the Financial 
Management Service for the purpose of performing routine payment 
processing services, subject to the same limitations applicable to FMS 
officers and employees under the Privacy Act;
    (15) Disclose information to a fiscal or financial agent of the 
Financial Management Service, its employees, agents, and contractors, 
or to a contractor of the Financial Management Service, for the purpose 
of ensuring the efficient administration of payment processing 
services, subject to the same or equivalent limitations applicable to 
FMS officers and employees under the Privacy Act; and
    (16) Disclose information to appropriate agencies, entities, and 
persons when (a) the Department suspects or has confirmed that the 
security or confidentiality of information in the system of records has 
been compromised; (b) the Department has determined that as a result of 
the suspected or confirmed compromise there is a risk of harm to 
economic or property interests, identity theft or fraud, or harm to the 
security or integrity of this system or other systems or programs 
(whether maintained by the Department or another agency or entity) that 
rely upon the compromised information; and (c) the disclosure made to 
such agencies, entities, and persons is reasonably necessary to assist 
in connection with the Department's efforts to respond to the suspected 
or confirmed compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hardcopy/Electronic.

RETRIEVABILITY:
    By account number.

SAFEGUARDS:
    Computer password system, card-key entry system, limited to 
authorized personnel.

RETENTION AND DISPOSAL:
    Disposal is not authorized at this time.\1\
---------------------------------------------------------------------------

    \1\ FMS has submitted a records schedule to the National 
Archives and Records Administration (NARA) with a proposed retention 
period of seven years. Until NARA approves the proposed records 
schedule, disposal is not authorized.
---------------------------------------------------------------------------

SYSTEM MANAGER(S) AND ADDRESS:
    Chief Disbursing Officer, Financial Management Service, 401 14th 
Street, SW., Washington, DC 20227.

NOTIFICATION PROCEDURE:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, Financial Management Service, 401 14th Street, SW., 
Washington, DC 20227. All individuals making inquiries should provide 
with their request as much descriptive matter as is possible to 
identify the particular record desired. The system manager will advise 
as to whether the Service maintains the record requested by the 
individual.

RECORD ACCESS PROCEDURES:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer at the address shown above. All 
individuals are urged to examine the rules of the U.S. Department of 
the Treasury published in 31 CFR, part 1, subpart C concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

CONTESTING RECORD PROCEDURES:
    See ``Record access procedures'' above.

RECORD SOURCE CATEGORIES:
    Voucher certifications by Departments and agencies for whom 
payments are made.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
TREASURY/FMS.003

SYSTEM NAME:
    Claims and Inquiry Records on Treasury Checks, and International 
Claimants--Treasury/Financial Management Service.

SYSTEM LOCATION:
    Financial Management Service, U.S. Department of the Treasury, 
Prince George's Metro Center II, 3700 East-West Highway, Room 727D, 
Hyattsville, MD 20782.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    (1) Payees and holders of Treasury checks, (2) Claimants awarded 
benefits under the War Claims Act and the International Claims 
Settlement Act of 1949.

CATEGORIES OF RECORDS IN THE SYSTEM:
    (1) Treasury check claim file: Treasury check, claim of payee with 
name and address, settlement action taken.
    (2) Awards for claims for losses sustained by individuals.

 AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; (1) For Treasury check claims--31 U.S.C. 71 with 
delegation of authority from Comptroller General of the United States; 
(2) International claims--50 U.S.C. 2012; 22 U.S.C. 1627, 1641, 1642.

[[Page 23009]]

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    (a) Information is routinely disclosed to endorsers concerning 
checks for which there is liability, Federal agencies, State and local 
law enforcement agencies, General Accounting Office, Congressional 
offices and media assistance offices on behalf of payee claimants.
    (b) International Claims--Information in files is used by claimants 
(awardees) and their representatives, Foreign Claims Settlement 
Commission, and Congressmen. These records and information in the 
records may be used to:
    (1) Disclose pertinent information to appropriate Federal, State, 
local or foreign agencies responsible for investigating or prosecuting 
the violations of, or for enforcing or implementing, a statute, rule, 
regulation, order, or license, where the disclosing agency becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation;
    (2) Disclose information to a Federal, State, or local agency, 
maintaining civil, criminal or other relevant enforcement information 
or other pertinent information, which has requested information 
relevant to or necessary to the requesting agency's or the bureau's 
hiring or retention of an individual, or issuance of a security 
clearance, license, contract, grant, or other benefit;
    (3) Disclose information to a court, magistrate, or administrative 
tribunal of competent jurisdiction;
    (4) Disclose information to foreign governments in accordance with 
formal or informal international agreements;
    (5) Provide information to a congressional office in response to an 
inquiry made at the request of the individual to whom the record 
pertains;
    (6) Provide information to the news media in accordance with 
guidelines contained in 28 CFR 50.2 which relate to an agency's 
functions relating to civil and criminal proceedings;
    (7) Provide information to unions recognized as exclusive 
bargaining representatives under the Civil Service Reform Act of 1978, 
5 U.S.C. 7111 and 7114;
    (8) Provide information to third parties during the course of an 
investigation to the extent necessary to obtain information pertinent 
to the investigation;
    (9) Disclose information to the public when attempts by FMS to 
locate the claimant have been unsuccessful. This information is limited 
to the claimant's name and city and state of last known address, and 
the amount owed to the claimant. (This routine use does not apply to 
the Iran Claims Program or the Holocaust Survivors Claims Program or 
other claims programs that statutorily prohibit disclosure of claimant 
information); and
    (10) Disclose information to appropriate agencies, entities, and 
persons when (a) the Department suspects or has confirmed that the 
security or confidentiality of information in the system of records has 
been compromised; (b) the Department has determined that as a result of 
the suspected or confirmed compromise there is a risk of harm to 
economic or property interests, identity theft or fraud, or harm to the 
security or integrity of this system or other systems or programs 
(whether maintained by the Department or another agency or entity) that 
rely upon the compromised information; and (c) the disclosure made to 
such agencies, entities, and persons is reasonably necessary to assist 
in connection with the Department's efforts to respond to the suspected 
or confirmed compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hardcopy/Electronic.

RETRIEVABILITY:
    (1) Name of payee and check number and symbol.
    (2) Alpha cross-reference to case number.
    (3) Name of claimant or alpha reference to claim number.

SAFEGUARDS:
    (1) Secured building.
    (2) Secured files in secured building.

RETENTION AND DISPOSAL:
    Disposal of electronic Treasury check claims records is not 
authorized at this time.\2\ Hardcopy international claims records are 
scheduled to be destroyed 10 years after the end of the fiscal year in 
which the case was closed.
---------------------------------------------------------------------------

    \2\ FMS has submitted a records schedule to the National 
Archives and Records Administration (NARA) with a proposed retention 
period of seven years for most electronic Treasury check claims 
records, and a proposed retention period of 20 years for certain 
trust-fund-related records. Until NARA approves the proposed records 
schedule, disposal is not authorized.
---------------------------------------------------------------------------

SYSTEM MANAGER(S) AND ADDRESS:
    Category 1: Director, Financial Processing Division, Prince 
George's Metro Center II, 3700 East-West Highway, Room 727D, 
Hyattsville, MD 20782. Category 2: Director, Funds Management Division, 
Prince George's Metro Center II, 3700 East-West Highway, Room 620D, 
Hyattsville, MD 20782.

NOTIFICATION PROCEDURE:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, Financial Management Service, 401 14th St., SW., 
Washington, DC 20227. All individuals making inquiries should provide 
with their request as much descriptive matter as is possible to 
identify the particular record desired. The system managers will advise 
as to whether the Service maintains the record requested by the 
individual.

 RECORD ACCESS PROCEDURES:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to: Disclosure Officer, Financial Management Service, U.S. 
Department of the Treasury, 401 14th Street, SW., Washington, DC 20227. 
All individuals are urged to examine the rules of the U.S. Department 
of the Treasury published in 31 CFR Part 1, subpart C concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

 CONTESTING RECORD PROCEDURES:
    See ``Record access procedures'' above.

 RECORD SOURCE CATEGORIES:
    (1) Individual payees of Treasury checks, endorsers of Treasury 
checks, investigative agencies, contesting claimants.
    (2) Awards certified to Treasury for payment by Foreign Claims 
Settlement Commission.

 EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
TREASURY/FMS.004

SYSTEM NAME:
    Education and Training Records--Treasury/FMS.

SYSTEM LOCATION:
    Washington, DC 20227; Financial Management Service, U.S. Department 
of the Treasury, 1990 K Street, NW., Suite 300, Washington, DC 20006.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All Government employees (including separated employees, in certain 
cases) and other individuals who access and apply for FMS training 
services.

[[Page 23010]]

CATEGORIES OF RECORDS IN THE SYSTEM:
    (1) Personal Profile--Account Record;
    (2) Transcript Record;
    (3) Enrollment Status Record;
    (4) Job Skills Record;
    (5) Individual Development Plan Record;
    (6) Assessment Performance Results Record;
    (7) Managerial Approval/Disapproval Status Record;
    (8) Class Roster Record;
    (9) Certificate--Training Program Status Record;
    (10) Class Evaluation Record;
    (11) Payment Record;
    (12) Statistical Reports--retrievable by names: (a) Personnel 
Transcript Report, (b) Class Enrollment Report, (c) Class Payment/
Billing Report, (d) Status of Training Report, (e) Ad hoc Training 
Report, and (f) Other similar files or registers.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C. chapter 33; 31 U.S.C. 3720.

 PURPOSE(S):
    The purpose of this system is to maintain records about Government 
employees and other individuals who participate in FMS' education and 
training program. The information contained in the records will assist 
FMS in properly tracking individual training and accurately account for 
training revenue and expenditures generated through the FMS' training 
programs (for example, Learning Management System (LMS)). For FMS 
personnel, the records contained in FMS' training records will also 
assist managers' active participation in their employees' learning 
plans. FMS maintains the information necessary to ensure that FMS keeps 
accurate records related to classes, including a training participant's 
training and enrollment status, class completion information, 
transcripts and certificates of accomplishment. FMS also maintains the 
records to ensure that financial records pertaining to a training 
participant's payment for training fees are maintained accurately. FMS' 
training records will serve to report receipts to the appropriate 
Federal agency (currently the Treasury Department's Bureau of Public 
Debt) responsible for maintaining FMS' financial records for training. 
Finally, the information contained in the covered records will be used 
for collateral purposes related to the training processes, such as the 
collection of statistical information on training programs, development 
of computer systems, investigation of unauthorized or fraudulent 
activity related to submission of information to FMS for training 
program purposes and the collection of debts arising out of such 
activity.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records may be used to disclose information to:
    (1) Appropriate Federal, State, local or foreign agencies 
responsible for investigating or prosecuting the violation of, or for 
enforcing or implementing, a statute, rule, regulation, order, or 
license;
    (2) A court, magistrate, or administrative tribunal, in the course 
of presenting evidence, including disclosures to opposing counsel or 
witnesses, for the purpose of civil discovery, litigation, or 
settlement negotiations or in response to a subpoena, where relevant or 
potentially relevant to a proceeding, or in connection with criminal 
law proceedings;
    (3) A congressional office in response to an inquiry made at the 
request of the individual to whom the record pertains;
    (4) Federal agencies, financial institutions, and contractors for 
the purpose of performing financial management services, including, but 
not limited to, processing payments, investigating and rectifying 
possible erroneous reporting information, testing and enhancing related 
computer systems, creating and reviewing statistics to improve the 
quality of services provided, or conducting debt collection services;
    (5) Federal agencies, their agents and contractors for the purposes 
of facilitating the collection of receipts, determining the acceptable 
method of collection, the accounting of such receipts, and the 
implementation of programs related to the receipts being collected as 
well as status of their personnel training, statistical training 
information;
    (6) Financial institutions, including banks and credit unions, and 
credit card companies for the purpose of collections and/or 
investigating the accuracy of information required to complete 
transactions using electronic methods and for administrative purposes, 
such as resolving questions about a transaction;
    (7) Unions recognized as exclusive bargaining representatives under 
the Civil Service Reform Act of 1978, 5 U.S.C. 7111 and 7114;
    (8) Foreign governments in accordance with formal or informal 
international agreements and if they maintain proper administrative or 
financial controls related to the training activity;
    (9) Third parties during the course of an investigation to the 
extent necessary to obtain information pertinent to the investigation;
    (10) Federal agencies, their agents and contractors, credit 
bureaus, and employers of individuals who owe delinquent debt when the 
debt arises from the unauthorized use of electronic payment methods. 
The information will be used for the purpose of collecting such debt 
through offset, administrative wage garnishment, referral to private 
collection agencies, litigation, reporting the debt to credit bureaus, 
or for any other authorized debt collection purpose;
    (11) Representatives of the National Archives and Records 
Administration (NARA) who are conducting records management inspections 
under authority of 44 U.S.C. 2904 and 2906; and
    (12) Appropriate agencies, entities, and persons when (a) the 
Department suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised; (b) the Department has determined that as a result of the 
suspected or confirmed compromise there is a risk of harm to economic 
or property interests, identity theft or fraud, or harm to the security 
or integrity of this system or other systems or programs (whether 
maintained by the Department or another agency or entity) that rely 
upon the compromised information; and (c) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Department's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hardcopy/Electronic.

 RETRIEVABILITY:
    Electronic training data (can be retrieved by Class Name and/or 
Organization Name and Participant Name. Electronic financial data can 
be retrieved by Name, Organization and payment information (Credit 
Card, Form 182, DD Form 1556, for example).

SAFEGUARDS:
    All hardcopy records are maintained in a secured building, secured 
room, and locked cabinets. FMS personnel access to training data is 
primarily for the purpose of using the training

[[Page 23011]]

services or administering the LMS. For technical and administrative 
purposes, non-FMS personnel access is limited to contractors who are 
maintaining the LMS system in the normal performance of their duties 
and have completed non-disclosure statements and undergone security 
background checks consistent with their access in accordance with the 
existing contract.

RETENTION AND DISPOSAL:
    Retention periods vary by record type, up to a maximum of 7 years 
after last training activity.

SYSTEM MANAGER AND ADDRESS:
    Assistant Commissioner, Management, Human Resources Division, 
Financial Management Service, U.S. Department of the Treasury, Prince 
George's Metro Center II, 3700 East-West Highway, Hyattsville, MD 
20782.

NOTIFICATION PROCEDURE:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, Financial Management Service, 401 14th St., SW., 
Washington, DC 20227. All individuals making inquiries should provide 
with their request as much descriptive matter as is possible to 
identify the particular record desired. The system manager will advise 
as to whether the Service maintains the record requested by the 
individual.

RECORD ACCESS PROCEDURES:
    Individuals requesting information under the Privacy Act of 1974, 
as amended, concerning procedures for gaining access to or contesting 
records should write to the Disclosure Officer. All individuals are 
urged to examine the rules of the U.S. Department of the Treasury 
published in 31 CFR part 1, subpart C, and appendix G, concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

CONTESTING RECORD PROCEDURES:
    See ``Record Access Procedures'' above.

RECORD SOURCE CATEGORIES:
    Information in this system is provided by: The individual on whom 
the record is maintained; the individual's employer, other governmental 
agency or educational institutions.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
TREASURY/FMS.005

SYSTEM NAME:
    FMS Personnel Records--Treasury/Financial Management Service.

SYSTEM LOCATION:
    Financial Management Service, U.S. Department of the Treasury, 401 
14th St., SW., Washington, DC 20227; Financial Management Service, U.S. 
Department of the Treasury, Prince George's Metro Center II, 3700 East-
West Highway, Hyattsville, MD 20782.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All Government employees (including separated employees, in certain 
cases) and applicants.

CATEGORIES OF RECORDS IN THE SYSTEM:
    (1) Locator Cards.
    (2) Incentive Awards Record.
    (3) Official Personnel Folder.
    (4) Personnel Roster.
    (5) Logs of SF-52's.
    (6) Correspondence File.
    (7) Position Listings.
    (8) Position Descriptions with Evaluation Statements.
    (9) Personnel Management Evaluation Survey Reports.
    (10) Request for Certification File.
    (11) Merit Promotion File.
    (12) Exit Interview File.
    (13) Performance File.
    (14) Statistical Reports--retrievable by names: (a) Personnel 
Status Report, (b) Ad Hoc Retiree Report, (c) Monthly EEO report, (d) 
Direct Hire Authority Report, (e) Registers Worked File, (f) Statements 
of Employment and Financial Interest, and (g) Other similar files or 
registers.
    (15) Training Course Nominations.
    (16) Evaluation of Training Program.
    (17) Tuition Assistance Files.
    (18) Senior Executive Service Development File.
    (19) Management Development File.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Executive Order 10561, dated September 13, 1954, Federal Personnel 
Manual, and Title 5 of U.S.C. Code.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records may be used to:
    (1) Disclose pertinent information to appropriate Federal, State, 
local or foreign agencies responsible for investigating or prosecuting 
the violations of, or for enforcing or implementing, a statute, rule, 
regulation, order, or license, where the disclosing agency becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation;
    (2) Disclose information to a Federal, State, or local agency, 
maintaining civil, criminal or other relevant enforcement information 
or other pertinent information, which has requested information 
relevant to or necessary to the requesting agency's or the bureau's 
hiring or retention of an individual, or issuance of a security 
clearance, license, contract, grant, or other benefit;
    (3) Disclose information to a court, magistrate, or administrative 
tribunal in the course of presenting evidence, including disclosures to 
opposing counsel or witnesses in the course of civil discovery, 
litigation, or settlement negotiations, in response to a subpoena, or 
in connection with criminal law proceedings;
    (4) Disclose information to foreign governments in accordance with 
formal or informal international agreements;
    (5) Provide information to a congressional office in response to an 
inquiry made at the request of the individual to whom the record 
pertains;
    (6) Provide information to the news media in accordance with 
guidelines contained in 28 CFR 50.2 which relate to an agency's 
functions relating to civil and criminal proceedings;
    (7) Provide information to unions recognized as exclusive 
bargaining representatives under the Civil Service Reform Act of 1978, 
5 U.S.C. 7111 and 7114;
    (8) Provide information to third parties during the course of an 
investigation to the extent necessary to obtain information pertinent 
to the investigation; and
    (9) Disclose information to appropriate agencies, entities, and 
persons when (a) the Department suspects or has confirmed that the 
security or confidentiality of information in the system of records has 
been compromised; (b) the Department has determined that as a result of 
the suspected or confirmed compromise there is a risk of harm to 
economic or property interests, identity theft or fraud, or harm to the 
security or integrity of this system or other systems or programs 
(whether maintained by the Department or another agency or entity) that 
rely upon the compromised information; and (c) the disclosure made to 
such agencies, entities, and persons is reasonably necessary to assist 
in connection with the Department's efforts to respond to the suspected 
or confirmed compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
DISPOSING OF RECORDS IN THE SYSTEM:
 STORAGE:
    Hardcopy/Electronic.

[[Page 23012]]

RETRIEVABILITY:
    Alphabetically by name; also in some instances by organization, 
then Social Security number.

SAFEGUARDS:
    Secured building, secured room, and locked cabinets. Non-FMS access 
is limited to investigators from OPM, etc., members of Fair Employment 
staff and Union officials.

RETENTION AND DISPOSAL:
    Delete/destroy in accordance with National Archives and Records 
Administration General Records Schedule 1.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Personnel Management Division, Financial Management 
Service, U.S. Department of the Treasury, Prince George's Metro Center 
II, 3700 East-West Highway, Room 115-F, Hyattsville, MD 20782.

NOTIFICATION PROCEDURE:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, Financial Management Service, 401 14th St., SW., 
Washington, DC 20227. All individuals making inquiries should provide 
with their request as much descriptive matter as is possible to 
identify the particular record desired. The system manager will advise 
as to whether the Service maintains the record requested by the 
individual.

RECORD ACCESS PROCEDURES:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer at the address shown above. All 
individuals are urged to examine the rules of the U.S. Department of 
the Treasury published in 31 CFR part 1, subpart C concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

CONTESTING RECORD PROCEDURES:
    See ``Record access procedures'' above.

RECORD SOURCE CATEGORIES:
    Applicant Personnel Action Forms (SF-50), SF-171 (completed by 
applicant), Payroll Actions References, Educational Institutions, etc.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
TREASURY/FMS.006

SYSTEM NAME:
    Direct Deposit Enrollment Records--Treasury/Financial Management 
Service.

SYSTEM LOCATION:
    Records are located at the Federal Reserve Bank, acting in its 
capacity as Treasury's fiscal agent, 2200 North Pearl Street, Dallas, 
Texas 75201.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who enroll with the FMS to receive Federal payments 
from the Federal Government via an electronic funds transfer program 
known as ``Direct Deposit.''

CATEGORIES OF RECORDS IN THE SYSTEM:
    The records may contain identifying information, such as an 
individual's name(s), social security number, home address, home and 
work telephone number, and personal e-mail address (home and work); 
information about an individual's bank account(s) and other types of 
accounts to which payments are made, such as the individual's bank 
account number and the financial institution routing and transit 
number; information about an individual's payments received from the 
United States, including the type of payment received and the Federal 
agency responsible for authorizing the payment.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 31 U.S.C. 321; 31 U.S.C. chapter 33; 31 U.S.C. 3332.

PURPOSE(S):
    The purpose of this system is to maintain records about individuals 
who wish to enroll in the Direct Deposit program in order to receive 
Federal payments directly to a bank account or other similar type of 
account via electronic funds transfer, rather than by paper check. The 
records are used to process Direct Deposit enrollment applications that 
may be received directly by FMS, its fiscal agents, and/or contractors. 
The records are collected and maintained to guarantee that Direct 
Deposit enrollment applications are processed properly to ensure that a 
recipient's Federal payment will be disbursed to the correct account. 
Without the appropriate information, FMS, its fiscal agents and 
contractors, would not be able to process the Direct Deposit enrollment 
application as requested by the individual authorizing the Direct 
Deposit. The information will also be used for collateral purposes 
related to the processing of Direct Deposit enrollments, such as 
collection of statistical information on operations, development of 
computer systems, investigation of unauthorized or fraudulent activity, 
and the collection of debts arising out of such activity.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records may be used to disclose information to:
    (1) Appropriate Federal, State, local or foreign agencies 
responsible for investigating or prosecuting the violation of, or for 
enforcing or implementing, a statute, rule, regulation, order, or 
license, where the disclosing agency becomes aware of a potential 
violation of civil or criminal law or regulation;
    (2) A court, magistrate, or administrative tribunal, in the course 
of presenting evidence, including disclosures to opposing counsel or 
witnesses, for the purpose of civil discovery, litigation, or 
settlement negotiations or in response to a subpoena, where relevant or 
potentially relevant to a proceeding, or in connection with criminal 
law proceedings;
    (3) A congressional office in response to an inquiry made at the 
request of the individual to whom the record pertains;
    (4) Fiscal agents, financial agents, financial institutions, and 
contractors for the purpose of processing Direct Deposit enrollment 
applications, including, but not limited to, processing Direct Deposit 
enrollment forms and implementing programs related to Direct Deposit; 
investigating and rectifying possible erroneous information; creating 
and reviewing statistics to improve the quality of services provided; 
conducting debt collection services for debts arising from Direct 
Deposit activities; or developing, testing and enhancing computer 
systems;
    (5) Federal agencies, their agents and contractors for the purposes 
of facilitating the processing of Direct Deposit enrollment 
applications and the implementation of programs related to Direct 
Deposit;
    (6) Federal agencies, their agents and contractors, credit bureaus, 
and employers of individuals who owe delinquent debt for the purpose of 
garnishing wages, only when the debt arises from the unauthorized or 
improper use of the Direct Deposit program. The information will be 
used for the purpose of collecting such debt through offset, 
administrative wage garnishment, referral to private collection 
agencies, litigation, reporting the debt to credit bureaus, or for any

[[Page 23013]]

other authorized debt collection purpose;
    (7) Financial institutions, including banks and credit unions, for 
the purpose of disbursing payments and/or investigating the accuracy of 
information required to complete transactions using Direct Deposit and 
for administrative purposes, such as resolving questions about a 
transaction;
    (8) Representatives of the National Archives and Records 
Administration (NARA) who are conducting records management inspections 
under authority of 44 U.S.C. 2904 and 2906; and
    (9) Appropriate agencies, entities, and persons when (a) the 
Department suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised; (b) the Department has determined that as a result of the 
suspected or confirmed compromise there is a risk of harm to economic 
or property interests, identity theft or fraud, or harm to the security 
or integrity of this system or other systems or programs (whether 
maintained by the Department or another agency or entity) that rely 
upon the compromised information; and (c) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Department's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Debt information concerning a government claim against a debtor 
when the debt arises from the unauthorized use of Direct Deposit is 
also furnished, in accordance with 5 U.S.C. 552a(b)(12) and 31 U.S.C. 
3711(e), to consumer reporting agencies, as defined by the Fair Credit 
Reporting Act, 5 U.S.C. 1681(f), to encourage repayment of a delinquent 
debt.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hardcopy/Electronic.

RETRIEVABILITY:
    Records are retrieved by name, social security number, telephone 
number, transaction identification number, or other alpha/numeric 
identifying information.

SAFEGUARDS:
    All official access to the system of records is on a need-to-know 
basis only, as authorized by a business line manager at FMS or FMS's 
fiscal agent. Procedural and physical safeguards, such as personal 
accountability, audit logs, and specialized communications security, 
are utilized. Each user of computer systems containing records has 
individual passwords (as opposed to group passwords) for which he or 
she is responsible. Thus, a security manager can identify access to the 
records by user. Access to computerized records is limited, through use 
of access codes, encryption techniques, and/or other internal 
mechanisms, to those whose official duties require access. Storage 
facilities are secured by various means such as security guards, badge 
access, and locked doors with key entry.

RETENTION AND DISPOSAL:
    Electronic and paper records for enrollments and associated 
transactions will be retained for six (6) months or as otherwise 
required by statute or court order. Records in electronic media are 
electronically erased using industry-accepted techniques, and in 
accordance with applicable Financial Management Service policies 
regarding the retention and disposal of fiscal agency records. Paper 
records are destroyed in accordance with fiscal agency archive and 
disposal procedures and applicable Financial Management Service 
policies regarding the retention and disposal of fiscal agency records.

SYSTEM MANAGER(S) AND ADDRESS:
    Assistant Commissioner, Payment Management, EFT Strategy Division, 
Financial Management Service, 401 14th Street, SW., Washington, DC 
20227.

NOTIFICATION PROCEDURE:
    Inquiries under the Privacy Act of 1974, as amended, shall be 
addressed to the Disclosure Officer, Financial Management Service, 401 
14th Street, SW., Washington, DC 20227. All individuals making 
inquiries should provide with their request as much descriptive matter 
as is possible to identify the particular record desired. The system 
manager will advise as to whether FMS maintains the records requested 
by the individual.

RECORD ACCESS PROCEDURES:
    Individuals requesting information under the Privacy Act of 1974, 
as amended, concerning procedures for gaining access to or contesting 
records should write to the Disclosure Officer. All individuals are 
urged to examine the rules of the U.S. Department of the Treasury 
published in 31 CFR part 1, subpart C, and appendix G, concerning 
requirements of this Department with respect to the Privacy Act of 
1974, as amended.

CONTESTING RECORD PROCEDURES:
    See ``Record access procedures'' above.

RECORD SOURCE CATEGORIES:
    Information in this system is provided by the individual on whom 
the record is maintained (or by his or her authorized representative), 
other persons who electronically authorize payments from the Federal 
government, Federal agencies responsible for authorizing payments, 
Federal agencies responsible for disbursing payments, and Treasury 
fiscal agents that process Direct Deposit enrollment applications, and 
contractors.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
TREASURY/FMS.007

SYSTEM NAME:
    Payroll and Pay Administration--Treasury/Financial Management 
Service.

SYSTEM LOCATION:
    Financial Management Service, U.S. Department of the Treasury, 
Prince George's Metro Center II, 3700 East-West Highway, Room 133 and 
101A, Hyattsville, MD 20782; and Room 120, Liberty Center Building, 
Washington, DC 20227.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All employees of the Service and separated employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
    (1) Official Payroll Folder (a) Levy and Garnishment Records. (b) 
SF-1192--Savings Bond Authorization. (c) SF-1199A--Allotment of Pay to 
Savings Account. (d) Copies of SF-50--Notification of Personnel Action. 
(e) Withholding Tax Exemptions. (f) Copy of Health Benefit Designation. 
(g) Copy of Life Insurance Forms. (h) Payroll Change Slips. (i) 
Combined Federal Campaign Designations. (j) Copy of SF-1150. (2) Time 
and Attendance Reports (a) SF-71 Request for Leave. (b) Court Leave 
Documents. (c) Request for Advancement of Leave. (3) Payroll 
Comprehensive Listing (a) Current Payment Information. (b) Record of 
Leave Earned and Used. (c) All Deductions from Pay. (d) Personnel 
Information such as Grade, Step, Salary, Title, Date of Birth, Social 
Security Number, Veterans Preference, Tenure, etc. (4) Payroll Control 
Registers.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Title 5--Pay, Leave and Allowances.

[[Page 23014]]

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records may be used to disclose information:
    (1) To Federal Agencies and to State and Local Agencies for tax 
purposes; and
    (2) To appropriate agencies, entities, and persons when (a) the 
Department suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised; (b) the Department has determined that as a result of the 
suspected or confirmed compromise there is a risk of harm to economic 
or property interests, identity theft or fraud, or harm to the security 
or integrity of this system or other systems or programs (whether 
maintained by the Department or another agency or entity) that rely 
upon the compromised information; and (c) the disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with the Department's efforts to respond to the suspected or 
confirmed compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hardcopy/Electronic/Microform.

RETRIEVABILITY:
    By Social Security Number.

SAFEGUARDS:
    Secured building, secured room and locked cabinets.

RETENTION AND DISPOSAL:
    Dispose of in accordance with National Archives and Records 
Administration General Records Schedule 2.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Personnel Management Division, Financial Management 
Service, Prince George's Metro Center II, 3700 East-West Highway, Room 
115-F, Hyattsville, MD 20782.

NOTIFICATION PROCEDURE:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, 401 14th St., SW., Washington, DC 20227. All 
individuals making inquiries should provide with their request as much 
descriptive matter as is possible to identify the particular record 
desired. The system manager will advise as to whether FMS maintains the 
record requested by the individual.

RECORD ACCESS PROCEDURES:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer at the address shown above. All 
individuals are urged to examine the rules of the U.S. Department of 
the Treasury published in 31 CFR Part 1, subpart C concerning 
requirements of this Department with respect to the Privacy Act of 
1974.

CONTESTING RECORD PROCEDURES:
    See ``Record access procedures'' above.

RECORD SOURCE CATEGORIES:
    From individual Service employees.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
TREASURY/FMS.010

SYSTEM NAME:
    Delegations and Designations of Authority for Disbursing 
Functions--Treasury/Financial Management Service.

SYSTEM LOCATION:
    Kansas City Regional Financial Center (KFC), Financial Management 
Service, Department of the Treasury, 4241 NE. 34th Street, Kansas City, 
MO 64117.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Heads of Agencies, Certifying Officers, Designated Agents, and 
other Federal employees designated to perform specific disbursement-
related functions.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records are maintained on the designation or removal of individuals 
to act in a specified capacity pursuant to a proper authorization.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; Executive Order 6166, dated June 10, 1933.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records may be used to:
    (1) Disclose to banking institutions, Federal Reserve Banks, and 
Government agencies for verification of information on authority of 
individuals to determine propriety of actions taken by such 
individuals;
    (2) Disclose pertinent information to appropriate Federal, State, 
local or foreign agencies responsible for investigating or prosecuting 
the violations of, or for enforcing or implementing, a statute, rule, 
regulation, order, or license, where the disclosing agency becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation;
    (3) Disclose information to a Federal, State, or local agency, 
maintaining civil, criminal or other relevant enforcement information 
or other pertinent information, which has requested information 
relevant to or necessary to the requesting agency's or the bureau's 
hiring or retention of an individual, or issuance of a security 
clearance, license, contract, grant, or other benefit;
    (4) Disclose information to a court, magistrate, or administrative 
tribunal in the course of presenting evidence, including disclosures to 
opposing counsel or witnesses in the course of civil discovery, 
litigation, or settlement negotiations, in response to a subpoena, or 
in connection with criminal law proceedings;
    (5) Disclose information to foreign governments in accordance with 
formal or informal international agreements;
    (6) Provide information to a congressional office in response to an 
inquiry made at the request of the individual to whom the record 
pertains;
    (7) Provide information to the news media in accordance with 
guidelines contained in 28 CFR 50.2 which relate to an agency's 
functions relating to civil and criminal proceedings;
    (8) Provide information to unions recognized as exclusive 
bargaining representatives under the Civil Service Reform Act of 1978, 
5 U.S.C. 7111 and 7114;
    (9) Provide information to third parties during the course of an 
investigation to the extent necessary to obtain information pertinent 
to the investigation; and
    (10) Disclose information to appropriate agencies, entities, and 
persons when (a) the Department suspects or has confirmed that the 
security or confidentiality of information in the system of records has 
been compromised; (b) the Department has determined that as a result of 
the suspected or confirmed compromise there is a risk of harm to 
economic or property interests, identity theft or fraud, or harm to the 
security or integrity of this system or other systems or programs 
(whether maintained by the Department or another agency or entity) that 
rely upon the compromised information; and (c) the disclosure made to 
such agencies, entities, and persons is reasonably necessary to assist 
in connection with the Department's efforts to respond to the suspected 
or

[[Page 23015]]

confirmed compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hardcopy/Electronic

RETRIEVABILITY:
    By name.

SAFEGUARDS:
    Access to computerized records is limited through use of access 
codes, encryption techniques, and/or other internal mechanisms, to 
those whose official duties require access. Storage facilities are 
secured by various means such as security guards, badge access, locked 
doors and locked cabinets.

RETENTION AND DISPOSAL:
    Hardcopy records--destroy three years after authority is revoked. 
Electronic records--disposal is not authorized at this time.\3\
---------------------------------------------------------------------------

    \3\ FMS must submit a records schedule to NARA. Until NARA 
approves the proposed records schedule, disposal is not authorized.
---------------------------------------------------------------------------

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Kansas City Regional Financial Center (KFC), Financial 
Management Service, Department of the Treasury, 4241 NE. 34th Street, 
Kansas City, MO 64117.

NOTIFICATION PROCEDURE:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, Financial Management Service, 401 14th St., SW., 
Washington, DC 20227. All individuals making inquiries should provide 
with their request as much descriptive matter as is possible to 
identify the particular record desired. The system managers will advise 
as to whether the Service maintains the record requested by the 
individual.

RECORD ACCESS PROCEDURES:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer. All individuals are urged to examine 
the rules of the U.S. Department of the Treasury published in 31 CFR 
part 1, subpart C concerning requirements of this Department with 
respect to the Privacy Act of 1974.

CONTESTING RECORD PROCEDURES:
    See ``Record access procedures'' above.

RECORD SOURCE CATEGORIES:
    Government Departments and Agencies requiring services of Treasury 
Department for issuance and payment of Treasury checks.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
TREASURY/FMS.012

SYSTEM NAME:
    Pre-complaint Counseling and Complaint Activities--Treasury/
Financial Management Service.

SYSTEM LOCATION:
    Financial Management Service, U.S. Treasury Department, Prince 
George's Metro Center II, 3700 East-West Highway, Room 132, 
Hyattsville, MD 20782.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees seeking services of EEO Counselors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Monthly pre-complaint activity reports from seven Financial Centers 
and Headquarters.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 7154; 42 U.S.C. 200e-16; Executive Order 11478; and 5 CFR 
part 713.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    These records may be used to:
    (1) Keep records on EEO Counseling activities for annual submission 
to Treasury; and
    (2) Disclose information to appropriate agencies, entities, and 
persons when (a) the Department suspects or has confirmed that the 
security or confidentiality of information in the system of records has 
been compromised; (b) the Department has determined that as a result of 
the suspected or confirmed compromise there is a risk of harm to 
economic or property interests, identity theft or fraud, or harm to the 
security or integrity of this system or other systems or programs 
(whether maintained by the Department or another agency or entity) that 
rely upon the compromised information; and (c) the disclosure made to 
such agencies, entities, and persons is reasonably necessary to assist 
in connection with the Department's efforts to respond to the suspected 
or confirmed compromise and prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hardcopy.

RETRIEVABILITY:
    Filed by station and date of receipt.

SAFEGUARDS:
    Staff supervision is maintained during the day. Records are kept 
locked in the files.

RETENTION AND DISPOSAL:
    Destroy EEO case files 4 years after final adjustment. Destroy pre-
complaint counseling reports after 1 year.

SYSTEM MANAGER(S) AND ADDRESS:
    EEO Officer, Financial Management Service, Prince George's Metro 
Center II, 3700 East-West Highway, Room 132, Hyattsville, MD 20782.

 NOTIFICATION PROCEDURE:
    Inquiries under the Privacy Act of 1974 shall be addressed to the 
Disclosure Officer, 401 14th Street, SW., Washington, DC 20227. All 
individuals making inquiries should provide with their request as much 
descriptive matter as is possible to identify the particular record 
desired. The system manager will advise as to whether FMS maintains the 
record requested by the individual.

RECORD ACCESS PROCEDURES:
    Individuals requesting information under the Privacy Act of 1974 
concerning procedures for gaining access or contesting records should 
write to the Disclosure Officer. All individuals are urged to examine 
the rules of the U.S. Department of the Treasury published in 31 CFR 
part 1, subpart C concerning requirements of this Department with 
respect to the Privacy Act of 1974.

CONTESTING RECORD PROCEDURES:
    See ``Record access procedures'' above.

RECORD SOURCE CATEGORIES:
    Monthly submissions by Financial Centers and Headquarters.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
TREASURY/FMS.013

SYSTEM NAME:
    Gifts to the United States-Treasury/Financial Management Service.

SYSTEM LOCATION:
    Financial Management Service, U.S. Department of the Treasury, 
Prince George's Metro Center II, 3700 East-West Highway, Hyattsville, 
MD 20782.

[[Page 23016]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Donors of inter vivos and testamentary gifts to the United States.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Correspondence, copies of wills and court proceedings, and other 
material related to gifts to the United States.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    31 U.S.C. 3113.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The records may be used to disclose information to appropriate 
agencies, entities, and persons when (a) the Department suspects or has 
confirmed that the security or confidentiality of information in the 
system of records has been compromised; (b) the Department has 
determined that as a result of the suspected or confirmed compromise 
there is a risk of harm to economic or property interests, identity 
theft or fraud, or harm to the security or integrity of this system or 
other systems or programs (whether maintained by the Department or 
another agency or entity) that rely upon the compromised information; 
and (c) the disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with the Department's 
efforts to respond to the suspected or confirmed compromise and 
prevent, minimize, or remedy such harm.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Hardcopy.

RETRIEVABILITY:
    Name of donor.

SAFEGUARDS:
    Access is limited to persons on official business.

RETENTION AND DISPOSAL:
    Permanent retention.

SYSTEM MANAGER(S) AND ADDRESS:
    Financial Information Management, Directorate, Financial Management 
Service, Prince George's Metro Center II, 3700 East-West Highway, 
Hyattsville, MD 20782.

NOTIFICATION PROCEDURE:
    Individuals wishing to be notified if they are named in this system 
of records, or gain access to records maintained in this system must 
submit a written request containing the following elements:
    (1) Identify the record system;
    (2) Identify the category and type of records sought; and
    (3) Provide at least two items of secondary identification (date of 
birth, employee identification number, dates of employment or similar 
information). Address inquiries to Disclosure Officer (See ``Record 
access procedures'' below).

RECORD ACCESS PROCEDURES:
    Disclosure Officer, Financial Management Service, U.S. Department 
of the Treasury, Liberty Center Building, 401 14th Street, SW., 
Washington, DC 20227.

CONTESTING RECORD PROCEDURES:
    See ``Record acc