Privacy Act of 1974: Republication of Notice of Systems of Records, 9391-9402 [2021-02879]
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Federal Register / Vol. 86, No. 28 / Friday, February 12, 2021 / Notices
tier framework for federally insured
credit unions, based on asset size.
Federally insured credit union with
assets under $50 million must maintain
a basic policy, federally insured credit
unions with assets of $50 million and
over must maintain a contingency
funding plan, and federally insured
credit unions with assets over $250
million must maintain a contingency
funding plan and establish a federal
liquidity contingency source.
Affected Public: Private Sector: Notfor-profit institutions.
Estimated Total Annual Burden
Hours: 4,247.
By Melane Conyers-Ausbrooks,
Secretary of the Board, the National
Credit Union Administration, on
February 9, 2021.
Dated: February 9, 2021.
Mackie I. Malaka,
NCUA PRA Clearance Officer.
[FR Doc. 2021–02954 Filed 2–11–21; 8:45 am]
BILLING CODE 7535–01–P
NATIONAL ENDOWMENT FOR THE
ARTS
Statement of General Routine Uses
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:
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.
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.
SUMMARY:
In accordance with 5 U.S.C.
552a(r), on June 19, 2008, the National
Endowment for the Arts 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
deadline to submit comments on the
Endowment’s proposed changes will be
DATES:
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17:27 Feb 11, 2021
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30 days from the date the report is
submitted to Congress and the OMB.
ADDRESSES: Deputy Chairman for
Management & Budget; National
Endowment for the Arts; 400 7th Street
SW, Washington, DC 20506; telefax at
(202) 682–5798 or by electronic mail at
eilersa@arts.gov.
FOR FURTHER INFORMATION CONTACT: Ann
Eilers, Deputy Chairman for
Management & Budget, (202) 682–5534.
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 move, 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.
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
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9391
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
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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. 168la(f), or the Federal Claims
Collection Act of 1966, 31 U.S.C.
370(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.
12. To appropriate agencies, entities,
and persons when (1) the Endowment
suspects or has confirmed that the
security or confidentiality of
information in the system of record has
been compromised; (2) the Endowment
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
Endowment or another agency or entity)
that rely upon the compromised
information; and (3) the disclosure
made to such agencies, entities, and
persons is reasonably necessary to assist
in connection with the Endowment’s
efforts to respond to the suspected or
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confirmed compromise and prevent,
minimize, or remedy such harm.
Table of Contents
This document gives notice that the
following Endowment systems of
records are in effect:
NEA–1 Panelist, Electronic Grants
Management System (eGMS) replaced
Automated Panel Bank System (APBS)
NEA–2 Panelists, Paper Files
NEA–3 National Council on the Arts,
Member Information
NEA–4 Grants and Cooperative
Agreements: Electronic Grants
Management System (eGMS)
NEA–5 Grants, Paper Files
NEA–6 Contracts
NEA–7 Payroll/Personnel System
NEA–8 Government Purchasing and Card
Holders
NEA–9 Financial Management Information
System (FMIS)
NEA–10 Finance Subsidiary Tracking
Systems
NEA–11 Finance, Paper File
NEA–12 Equal Employment Opportunity
Complaint Case Files
NEA–13 Civil Rights Complaint Case Files
NEA–14 Office of the Inspector General
Investigative Case 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
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.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees.
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 STORAGE OF
RECORDS:
Records in this system are maintained
in an electronic database.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
SYSTEM NAME AND NUMBER:
Records in this system are retrieved
by name.
Panelists Electronic Grants
Management System (eGMS)/NEA–1.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Authorized National Endowment for
the Arts (NEA) staff may access National
Endowment for the Humanities (NEH),
electronic grant management system via
online web portal. 400 7th Street SW,
Washington, DC 20506. NEH provides
these services under System of Record
Notice NEH–1.
SYSTEM MANAGER(S):
Chief Information Officer; National
Endowment for the Humanities;
bbobley@neh.gov.
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) OF THE SYSTEM:
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.
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Records in this system are maintained
and updated on a continuing basis, as
new information is received by the
National Endowment for the Arts staff.
Endowment staff will periodically
request updated information from
individuals who already have a People
record in eGMS. Endowment staff will
also periodically purge the eGMS
People records pertaining to individuals
who have been in the eGMS for three to
five years, but who have not served on
a panel.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
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.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
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CONTESTING RECORD PROCEDURES:
POLICIES AND PRACTICES FOR STORAGE OF
RECORD:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Panelists Electronic Grants
Management System (eGMS) replaces
the panelists Automated Panel Bank
System (APBS) that was retired with the
implementation of eGMS.
System Location change 1100
Pennsylvania Avenue NW, Washington,
DC 20506.
SYSTEM NAME AND NUMBER:
Panelists, Paper Files/NEA–2.
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
National Endowment for the Arts, 400
7th Street SW, Washington, DC 20506.
To provide a central repository for
information about past and present
members of the Council.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Records in this system are retrieved
by name.
Past and present members of the
National Council on the Arts.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
The Office of Guidelines and Panel
Operations maintains historical paper
files that are static due to the new
electronic capability of the eGMS. These
are historical records that are required
under the Federal Advisory Committee
Act.
Discipline offices may also maintain
paper files about individuals who have
served on panels for their divisions. The
Endowment’s Finance Office maintains
copies of panelist contracts. Each
Discipline office destroys its panelist
contracts after the conclusion of the
panel.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Director of Guidelines and Panel
Operations: miller@arts.gov.
Cabinets containing the records in
this system are kept locked.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
RECORD ACCESS PROCEDURES:
None.
HISTORY:
Panelists, Paper Files System Location
change 1100 Pennsylvania Avenue NW,
Washington, DC 20506.
CATEGORIES OF RECORDS IN THE SYSTEM:
Historical information about actual
panelists. This system includes
materials such as resumes and panelist
profile forms.
RECORD SOURCE CATEGORIES:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
These are historical records that are
required under the Federal Advisory
Committee Act. See also the list of
General Routine Uses contained in the
Preliminary Statement.
17:27 Feb 11, 2021
SYSTEM NAME AND NUMBER:
National Council on the Arts, Member
Information/NEA–3.
SYSTEM CLASSIFICATION:
Sensitive.
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees and
other individuals nominating potential
panelists.
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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.
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 STORAGE OF
RECORDS:
Records in this system are retrieved
by name.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
Individuals whom the Endowment
may ask or has asked to serve on
application review panels.
Name, address, telephone number,
Social Security number, and other
information concerning past and present
members of the Council, such as press
clippings and correspondence.
POLICIES AND PRACTICIES FOR RETRIEVAL OF
RECORDS:
See 45 CFR part 1159.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
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CONTESTING RECORD PROCEDURES:
NOTIFICATION PROCEDURES:
Historical information about actual
panelists that predates the electronic
capability of eGMS.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system are maintained
both electronically and in paper files
kept in file cabinets.
See 45 CFR part 1159.
See 45 CFR part 1159.
PURPOSE(S) OF THE SYSTEM:
PURPOSE(S) OF THE SYSTEM:
Records in this system are maintained
in filing cabinets.
SYSTEM MANAGER(S):
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
9393
POLICIES AND PRACTICIES FOR RETENTION AND
DISPOSAL OF RECORDS:
Records in this system are maintained
on an indefinite basis for reference
purposes.
ADMINISTRAIVE, TECHNICAL, AND PHYSICAL
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.
RECORD ACCESS PROCEDURES:
SYSTEM LOCATION:
See 45 CFR part 1159.
Office of Chief of Staff/Council
Operations; 400 7th Street SW,
Washington, DC 20506.
CONTESTING RECORD PROCEDURES:
SYSTEM MANAGER(S):
NOTIFICATION PROCEDURES:
Chief of Staff or Council Coordinator;
jeffersonk@arts.gov.
EXEMPTIONS PROMULGATED FOR 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.).
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See 45 CFR part 1159.
See 45 CFR part 1159.
None.
HISTORY:
National Council on the Arts, Member
Information System Location change
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1100 Pennsylvania Avenue NW,
Washington, DC 20506.
well as from Endowment employees
involved in the administration of grants.
SECURITY CLASSIFICATION:
SYSTEM NAME AND NUMBER:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
SYSTEM LOCATION:
Grants and Cooperative Agreements,
Electronic Grants Management System
(eGMS)/NEA–4.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Authorized National Endowment for
the Arts (NEA) staff may access National
Endowment for the Humanities (NEH)
electronic grant management system via
an online web portal. 400 7th Street SW,
Washington, DC 20506. NEH provides
these services under System of Record
Notice NEH–1.
Data in this system may be used for
general administration of the
application review and award process,
grants management, 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 STORAGE OF
RECORDS:
Records in this system are maintained
in an electronic database.
SYSTEM MANAGER(S):
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Grants Officer (Director) and/or CIO of
Information and Technology; National
Endowment for the Humanities;
jacobsn@arts.gov.
Records in this system are retrieved
by name, application number, grant
number, or constituent identification
number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
PURPOSE(S) OF THE SYSTEM:
To provide a central repository for
information about grant and cooperative
agreement applicants, recipients, and
awards.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individual and organizations who
have applied to the National
Endowment for the Arts (NEA) for
financial assistance in the form of grants
and cooperative agreements.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number,
Social Security number, Taxpayer or
Employee identification numbers (TIN,
EIN) assigned by the IRS, Dun &
Bradstreet numbers assigned by Dun &
Bradstreet, application numbers
assigned by the National Endowment for
the Arts (NEA). National Standard and
other agency established codes, and
award action dates. Banking information
is not maintained in the Electronic
Grants Management System (eGMS).
Additional information concerning
National Endowment for Arts (NEA)
decisions to award grants and
cooperative agreements, disburse funds,
and close out awards. Materials include
applications, award notifications and
any approved amendments, payment
requests, correspondence, and final
reports.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system, as
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Sensitive.
400 7th Street SW, Washington, DC
20506.
SYSTEM MANAGER(S):
Grants Officer (Director); jacobsn@
arts.gov.
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) OF THE SYSTEM:
To supplement the GMS and eGMS
with information well suited for
maintenance in hard copy form.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who have applied to the
NEA for financial assistance in the form
of grants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system are maintained
on an indefinite basis for reference
purposes; however, records will be
closed out and not accessible for
viewing after the required retention
period (currently 7 years from the date
of closeout).
Additional information concerning
NEA decisions to award grants and
cooperative agreements, disburse funds,
and close out awards. Materials include
applications, award notification letters
and any approved amendments,
payment requests, correspondence, and
final reports.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
RECORD SOURCE CATEGORIES:
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 controlled by
PIV access, with different levels of
modification rights assigned to
individuals and offices at the NEA
based on their specific job functions.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
Data in this system is obtained from
individuals covered by the system, as
well as from Endowment employees
involved in the administration of grants.
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 and
cooperative agreement review and
award process, award management
including payment and amendment
requests, 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 STORAGE OF
RECORDS:
Records in this system are maintained
in file cabinets.
HISTORY:
Grants and Cooperative Agreements,
Electronic Grants Management System
(eGMS) replaces Grants, Grants
Management System (GMS); System
Location changed from 1100
Pennsylvania Avenue NW, Washington,
DC 20506.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
SYSTEM NAME AND NUMBER:
The Office of Grants maintains paper
files of award made in FY 17 and earlier
Grants, Paper Files/NEA–5.
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Records in this system are retrieved
by name, application number, or grant
number.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
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that are still open, which are retired and
destroyed after seven years. When the
final descriptive and financial status
reports are received and accepted, the
grant and cooperative agreement files
are retired first to the Federal Records
Center, and then to the National
Archives and Records Administration.
The FY 17 paper award files are
scanned to a specific computer system
LAN drive that has limited access.
ADMINISTRTIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Files containing records in this
system are kept locked during nonworking hours.
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.
The 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.
See 45 CFR part 1159.
CONTESTING RECORDS PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
POLICIES AND PRACTICES RETRIEVAL OF
RECORDS:
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Grant, Paper Files System Location
change 1100 Pennsylvania Avenue NW,
Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Contracts/NEA–6.
SYSTEM CLASSIFICATION:
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 Contracts Office are
retrieved by name. Paper files
maintained by the Finance Office are
retrieved by name, Social Security
number, or vendor number.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Sensitive.
SYSTEM LOCATION:
400 7th Street SW, Washington, DC
20506.
SYSTEM MANAGER(S):
Administrative Officer (Director of
Administrative Services) and/or
Director of Finance gendrong@arts.gov.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 9 51 et seq.).
PURPOSE(S) OF THE SYSTEM:
To maintain a record of contracts and
cooperative agreements entered into by
the Endowment.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Individuals who have entered into
administrative contracts with the
Endowment.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
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.
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
Relevant information concerning the
contract, such as copies of the signed
document and requests for payment/
invoices.
Jkt 253001
Database and word processing files
are maintained on an indefinite basis for
reference purposes. Paper files
maintained by the 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.
RECORD ACCESS PROCEDURES:
CATEGORIES OF RECORDS IN THE SYSTEM:
17:27 Feb 11, 2021
EXEMPTIONS PROMULGATED THE SYSTEM:
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.
POLICIES AND PRACTICES FOR STORAGE FOR
RECORDS:
RECORD ACCESS PROCEDURES:
VerDate Sep<11>2014
RECORD SOURCE CATEGORIES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
PO 00000
Frm 00079
Fmt 4703
Sfmt 4703
9395
None.
HISTORY:
Contracts replaces Contracts and
Cooperative Agreements; System
Location changed from 1100
Pennsylvania Avenue NW, Washington,
DC 20506.
SYSTEM NAME/NUMBER:
Payroll/Personnel System/NEA–7.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
National Endowment for the Arts
(NEA), Department of Human
Resources. 400 7th Street SW,
Washington, DC 20506.
Pursuant to an Interagency Agreement
between the NEA and the National
Finance Center (‘‘NFC’’), a component
organization of the United States
Department of Agriculture’s Office of
the Chief Financial Officer, NFC
provides NEA with the following
services: Payroll processing, payroll
account processing, salary payment of
processing, receipt and processing of
time and attendance data, and other
functions necessary to perform these
services. NFC provides these services
using the Department of Agriculture’s
payroll systems, which are covered
under Department of Agriculture
System of Record Notice OPM/GOV–1.
SYSTEM MANAGER(S):
Director of Human Resources;
mccordc@arts.gov.
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) OF THE SYSTEM:
To document the Endowment’s
personnel processes and to calculate
and process payroll.
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 some data that
may also be maintained in the
Endowment’s official personnel folders,
which are managed in accordance with
Office of Personnel Management (OPM)
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regulations. The OPM has given notice
of its system of records covering official
personnel folders in OPM/GOVT–1.
the duration of an individual’s
employment with the Endowment or
another indefinite period.
RECORD SOURCE CATEGORIES:
ADMINSTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
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.
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 STORAGE OF
RECORDS:
Records in this system are retrieved
by name, Social Security number, or
date of birth.
CONTESTING RECORD PROCEDURES:
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
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Location changed from 1100
Pennsylvania Avenue NW, Washington,
DC 20506.
Government Purchasing Card
Holders/NEA–8.
Sensitive.
SYSTEM LOCATION:
400 7th Street SW, Washington, DC
20506.
SYSTEM MANAGER(S):
Administrative Officer (Director of
Administrative Services) and/or
Director of Finance; gendrong@arts.gov.
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) OF 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.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system, as
Frm 00080
Fmt 4703
Sfmt 4703
See the list of General Routine Uses
contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
The Administrative Services 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.
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.
POLICIES AND PRACTICES RETENTION AND
DISPOSAL OF RECORDS:
Records in this system are maintained
on an indefinite basis for reference
purposes. Records concerning
individuals not issued credit cards are
destroyed.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
SECURITY CLASSIFICATION:
PO 00000
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
POLICIES AND PRACTICES RETRIEVAL OF
RECORDS:
See 45 CFR part 1159.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
POLICIES AND PRACTICIES FOR RETENTIVAL AND
DISPOSAL OF RECORDS:
Jkt 253001
See 45 CFR part 1159.
To maintain a record of Endowment
employees authorized to use
government purchasing cards.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
17:27 Feb 11, 2021
RECORD ACCESS PROCEDURES:
SYSTEM NAME AND NUMBER:
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. Records
generated through the NFC are
maintained 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. Division offices
also may use file cabinets to maintain
paper records concerning performance
reviews and other personnel actions.
VerDate Sep<11>2014
NEA limits access to records within
this system to authorized personnel
whose official duties require such
access; namely, Office of Human
Resources personnel and senior staff.
Access to records in this system is
further controlled by password. NEA
keeps records in this system in locked
file cabinets.
well as from Endowment employees
involved in administration and
oversight of government purchasing
cards.
Access to electronic records in this
system is controlled by a password,
which is available only to the
Approving Official. Rooms containing
paper records in this system are kept
locked during non-working hours.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Government Purchasing Card Holders
System Location changed from 1100
Pennsylvania Avenue NW, Washington.
SYSTEM NAME AND NUMBER:
Financial Management Information
System/NEA–9 (FMIS), DELPHI (the
Department of Transportation’s (DOT’s)
Oracle Federal Financial System made
available to the National Endowment for
the Arts (NEA) through a cross-servicing
agreement with DOT’s Enterprise
Service Center.
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SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Authorized NEA staff may access
DELPHI Oracle Federal Financial
System electronically via an online web
portal. This system is hosted by the
Department of Transportation facility in
Oklahoma City, Oklahoma. NEA stores
certain supporting documents in hardcopy files with its Finance and Budget
Office. DOT provides these services
under System of Record Notice DOT/
ALL 7.
SYSTEM MANAGER(S):
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) OF THE SYSTEM:
To promote effective fund control and
financial management; to provide a
central repository for information about
the NEA’s financial transactions; and to
enable the NEA Budget and Finance
offices to share a common system for
entering allocation, commitment, and
obligation information.
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.
SYSTEM MANAGER(S):
Records in this system are maintained
on electronically.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Records in this system are retrieved
by name, Social Security number, tax/
employee identification number, or
vendor number.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
This system is maintained in a locked
computer room that can be accessed
only by authorized employees of the
NEA 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
NEA employees therein, based on their
specific job functions.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system and
from NEA employees who are involved
with the NEA’s fund control and
financial management.
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
Accounting Officer (Director of
Finance); rerenh@arts.gov.
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) OF THE SYSTEM:
To supplement DELPHI with
electronic records that cannot be
maintained within that system.
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) Files contain payment information
for processing all payments.
(2) The Travel Authorizations Files
contain employee expense data from
travel duty. The GSA has given notice
of its system of records covering the
official travel files GSA/GOVT–4.
(3) The Travel Voucher Files
containing employee expense data from
travel duty. The GSA has given notice
of its system of records covering travel
service providers GSA/GOVT–4.
RECORD SOURCE CATEGORIES:
CONTESTING RECORD PROCEDURES:
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.
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
HISTORY:
NEA staff employees, grant recipients,
vendors, and other individuals involved
in financial transactions with the NEA.
Jkt 253001
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
None.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
17:27 Feb 11, 2021
System of Records Notice GSA/
GOVT–4.
Records in this system are maintained
on an indefinite basis for reference
purposes.
Accounting Officer (Director of
Finance); renh@ats.gov.
VerDate Sep<11>2014
Department of Agriculture’s National
Finance Center (NFC).
9397
Financial Management Information
System (FMIS) System Location
changed from 1100 Pennsylvania
Avenue NW; Washington, DC 20506.
See the list of General Routine Uses
contained in the Preliminary Statement.
SYSTEM NAME AND NUMBER:
Records in this system are maintained
in electronic databases.
Finance, Subsidiary Tracking
Systems/NEA–10.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Finance Office; 400 7th Street SW;
Washington, DC 20506. NEA staff may
access the E2 Solutions information
system electronically via online. This
system is sponsored by the U.S. General
Services Administration Program
Management Office (GSA PMO). GSA
provides these services under the
PO 00000
Frm 00081
Fmt 4703
Sfmt 4703
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Records in the Secure Payment
System (SPS) are retrieved by name,
Social Security number, taxpayer
identification number, or supplier
number.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Records in this system are maintained
on an indefinite basis for reference
purposes.
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ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Access to records in this system is
controlled by password.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Finance, Subsidiary Tracking System
Location changed from 1100
Pennsylvania Avenue NW; Washington,
DC 20506.
SYSTEM NAME AND NUMBER:
Finance, Paper Files/NEA–11.
SECURITY CLASSFICATION:
Sensitive.
SYSTEM LOCATION:
Finance Office; 400 7th Street SW;
Washington, DC 20506.
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. The GSA has given
notice of its system of records covering
the official Travel Charge Card Program
GSA/GOVT–3.
(5) The Star Awards Files contain data
concerning awards for Endowment
employees.
RECORD SOURCE CATEGORIES:
SYSTEM MANAGER(S):
Accounting Officer (Director of
Finance); renh@arts.gov.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 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. I 04–134).
PURPOSE(S) OF THE SYSTEM:
To supplement DELPHI with
information well suited for maintenance
in hard copy form.
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.
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 STORAGE OF
RECORDS:
Records in this system are maintained
in file cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Records in this system are retrieved
by name; Social Security number;
taxpayer identification number; or
contract number of the employee,
contractor, or grantee.
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:
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
(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
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.
VerDate Sep<11>2014
17:27 Feb 11, 2021
Jkt 253001
PO 00000
Frm 00082
Fmt 4703
Sfmt 4703
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Rooms containing the records in this
system are kept locked during nonworking hours.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Finance, Paper Files System Location
changed from 1100 Pennsylvania
Avenue NW; Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Equal Employment Opportunity
Complaint Case Files/NEA–12.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Office of Equal Employment
Opportunity/Civil Rights; 400 7th Street
SW; Washington, DC 20506.
SYSTEM MANAGER(S):
Acting Director of Civil Rights;
medinaa@arts.gov.
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) OF THE SYSTEM:
To enable the Endowment to
investigate and adjudicate internal
complaints of discrimination.
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.
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
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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.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
CATEGORIES OF RECORDS IN THE SYSTEM:
Records in this system are maintained
on computer servers and in file cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Records in this system are retrieved
by name.
Relevant information concerning the
complaint of discrimination, including
correspondence and documentation
concerning the filing of the complaint
and stages leading to its disposition.
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.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Complaint files are destroyed four
years after resolution of the case.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
EEO files on computer servers are
limited in access to NEA EEO personnel
only. Paper files are kept in a locked file
cabinet.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGAGED FOR THE SYSTEM:
None.
Equal Employment Opportunity
Complaint Case Files System Location
change 1100 Pennsylvania Avenue NW;
Washington, DC 20506.
Civil Rights Complaint Case Files/
Nea–13.
SYSTEM CLASSIFICATION:
SYSTEM LOCATION:
Office of Equal Employment
Opportunity/Office of Civil Rights; 400
7th Street SW; Washington, DC 20506.
SYSTEM MANAGER(S):
Acting Director of Civil Rights;
medinaa@arts.gov.
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) OF THE SYSTEM:
To enable the Endowment to
investigate and adjudicate external
complaints of discrimination.
17:27 Feb 11, 2021
Jkt 253001
HISTORY:
Civil Rights Complaint Case Files
System Location change 1100
Pennsylvania Avenue NW; Washington.
SYSTEM NAME AND NUMBER:
Office of the Inspector General
Investigative Case Files/NEA–14.
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Office of the Inspector General; 400
7th Street SW; Washington, DC 20506.
SYSTEM MANAGER(S):
Inspector General; stithr@arts.gov.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
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 Routing Uses contained in the
Preliminary Statement.
PURPOSE(S):
Records in this system are maintained
on computer servers and in file cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Sensitive.
None.
Inspector General Act of 1978, as
amended (5 U.S.C. app. 3).
Records in this system are retrieved
by name or a control number assigned
to each external complaint of
discrimination.
SYSTEM NAME AND NUMBER:
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
HISTORY:
VerDate Sep<11>2014
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.
9399
Complaint files are destroyed four
years after resolution of the case.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Civil rights files on computer servers
are limited in access to NEA Civil Rights
personnel only. Paper files are kept in
a locked file cabinet.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
PO 00000
Frm 00083
Fmt 4703
Sfmt 4703
To maintain files of investigative and
reporting activities carried out by the
Office of the Inspector General.
PURPOSE(S) OF THE SYSTEM:
To maintain files of investigative and
reporting activities carried out by the
Office of the Inspector General.
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
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Federal Register / Vol. 86, No. 28 / Friday, February 12, 2021 / Notices
opening reports, progress reports, and
closing reports, with recommendations
for corrective action.
that are locked during non-working
hours and are accessible to the Inspector
General only.
SYSTEM MANAGER(S):
RECORD SOURCE CATEGORIES:
RECORD ACCESS PROCEDURES:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
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.
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.
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.
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.
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 STORAGE OF
RECORDS:
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Records in this system are retrieved
by name, report number, or
chronological ordering.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Records in this system are maintained
on-site until eligible for destruction.
Work papers used in evaluating
grantees’ audit reports and financial
statements are destroyed on a three-year
cycle, or until eligible for destruction.
Work papers 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.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Jkt 253001
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
PURPOSE(S) OF THE SYSTEM:
To maintain a record of the members
of the NCA’s financial disclosure reports
upon nomination.
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.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
Records are kept electronically as well
as in hard copy that are locked in file
cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
This system is exempted from 5
U.S.C. 552a except subsections (b); (c)(l)
and (2); (e)(4)(A) through (F); (e)(6), (7),
(9), (10), and (11); and (i) under
552a(i)(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)(l); (e)(4)(G),
(H), and (I); 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.
Records are kept electronically as well
as in hard copy that are locked in file
cabinets.
HISTORY:
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
Office of the Inspector General
Investigative Files System Location
changed from 1100 Pennsylvania
Avenue NW; Washington, DC 20506.
Senate Nomination Files—National
Council on the Arts/NEA–15.
This system is maintained in a locked
file cabinet within an office that is
locked during nonbusiness hours.
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
SYSTEM LOCATION:
Office of General Counsel; 400 7th
Street SW; Washington, DC 20506.
Frm 00084
Records are destroy(ed) 6 years after
receipt of the OGE Form 450 by the
agency, except when the OGE Form 450
supports one or more subsequent
Optional OGE Form 450–As then
destroy 6 years after receipt of the last
related OGE Form 450–A by the agency,
or when no longer needed for active
investigation, whichever is later. This
disposition instruction is mandatory;
deviations are not allowed.
See 45 CFR part 1159.
Sensitive.
PO 00000
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
RECORD ACCESS PROCEDURES:
SYSTEM NAME AND NUMBER:
SECURITY CLASSIFICATION:
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
17:27 Feb 11, 2021
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.
EXEMPTIONS PROMULAGED FOR THE SYSTEM:
Records in this system are maintained
in file cabinets.
VerDate Sep<11>2014
CONTESTING RECORD PROCEDURES:
Designated Agency Ethics Officer;
zachariaha@arts.gov.
Fmt 4703
Sfmt 4703
EXEMPTIONS PROMULGAGED FOR THE SYSTEM:
None.
E:\FR\FM\12FEN1.SGM
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Federal Register / Vol. 86, No. 28 / Friday, February 12, 2021 / Notices
HISTORY:
years have passed, nominee records are
shredded. Records pertaining to
recipients are maintained permanently
at the Endowment.
Office of the Inspector General
Investigative Files System Location
changed from 1100 Pennsylvania
Avenue NW, Washington, DC 20506.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
SYSTEM NAME AND NUMBER:
Records 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 accessible only to
division staff.
Jazz Masters Recipients/NEA–16.
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Performing Arts Division, 400 7th
Street SW, Washington, DC 20506.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
SYSTEM MANAGER(S):
Division Coordinator; Performing Arts
Division; medinaa@arts.gov.
CONTESTING RECORD PROCEDURES:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
NOTIFICATION PROCEDURES:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
PURPOSE(S) OF THE SYSTEM:
To create a central repository for
information about individuals who have
been nominated to receive a NEA Jazz
Masters Fellowship award and to create
a record of NEA Jazz Masters
Fellowship recipients.
See 45 CFR part 1159.
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Jazz Masters Recipients System
Location changed from 1100
Pennsylvania Avenue NW, Washington,
DC 20506.
SYSTEM NAME AND NAME:
SECURITY CLASSIFICATION:
CATEGORIES OF RECORDS IN THE SYSTEM:
Multidisciplinary Division, 400 7th
Street SW, Washington, DC 20506.
Information in this system is used to
compile nominee packages for review
by a panel in selecting the recipients of
the NEA Jazz Masters Fellowship award.
POLICIES AND PRACTICES RETRIEVAL OF
RECORDS:
Records in this system are retrieved
by name of nominee or by name of
recipient.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Records pertaining to nominees are
maintained for five years. After five
VerDate Sep<11>2014
17:27 Feb 11, 2021
Jkt 253001
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
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.
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,
email, biographical information.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system.
Frm 00085
Fmt 4703
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.
POLICIES AND PRACTICES RETENTION AND
DISPOSAL OF RECORDS:
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.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL
SAFEGUARDS:
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.
Sfmt 4703
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
PURPOSE(S) OF THE SYSTEM:
PO 00000
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
RECORD ACCESS PROCEDURES:
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
PURPOSES OF SUCH USES:
All records in this system are
maintained in paper format in file
cabinets and in electronic form in a
Database. Accessible only to division
staff.
SYSTEM LOCATION:
Division Coordinator; murphyc@
arts.gov.
Data in this system is obtained from
individuals covered by the system.
POLICIES AND PRACTICES FOR STORAGE OF
RECORDS:
Sensitive.
SYSTEM MANAGER(S):
RECORD SOURCE CATEGORIES:
Information in this system is used to
compile nominee packages for review
by a panel in selecting the recipients of
National Heritage Fellowships.
Records in this system are retrieved
by name of nominee or by name of
recipient.
Individuals nominated to receive a
NEA Jazz Masters award from the
Endowment and recipients of the award.
Name, address, telephone number,
email, biographical information.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING, CATEGORIES OF USERS AND
PURPOSES OF SUCH USES:
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
National Heritage Fellowship
Recipients/NEA–17.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
9401
None.
HISTORY:
National Heritage Fellowship
Recipients System Location changed
from 1100 Pennsylvania Avenue NW,
Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Literature Fellowship Recipients/
NEA–18.
SECURITY CLASSIFIED:
Sensitive.
SYSTEM LOCATION:
Literature Division; 400 7th Street
SW, Washington, DC 20506.
SYSTEM MANAGER(S):
Literature Director, stollsa@arts.gov.
E:\FR\FM\12FEN1.SGM
12FEN1
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Federal Register / Vol. 86, No. 28 / Friday, February 12, 2021 / Notices
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
HISTORY:
National Foundation on the Arts and
the Humanities Act of 1965, as amended
(20 U.S.C. 951 et seq.).
Literature Fellowship Recipients
System Location changed from 1100
Pennsylvania Avenue NW, Washington,
DC 20506.
PURPOSE(S) OF THE SYSTEM:
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.
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,
email address, biographical information.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from
individuals covered by the system.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
PURPOSES OF SUCH 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 STORAGE OF
RECORDS:
All records in this system are
maintained in electronic format in the
Electronic Grants Management System
(eGMS).
POLICIES AND PRACTICES FOR RETRIEVAL OF
RECORDS:
Records in this system are retrieved
by name of recipient or by application
number.
POLICIES AND PRACTICES FOR RETENTION AND
DISPOSAL OF RECORDS:
Records pertaining to unsuccessful
applicants are kept in eGMS
permanently. Records pertaining to
award recipients are maintained
permanently at the Endowment.
ADMINISTRATIVE, TECHNICAL, AND PHYISCAL
SAFEGUARDS:
Records in this system are maintained
in eGMS, a secure system accessed only
by NEA staff PIV card.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159
NOTIFICATION PROCEDURES:
See 45 CFR part 1159
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
VerDate Sep<11>2014
17:27 Feb 11, 2021
Jkt 253001
Dated: January 11, 2021.
Anthony M. Bennett,
Director of Administrative Services.
[FR Doc. 2021–02879 Filed 2–11–21; 8:45 am]
BILLING CODE 7537–01–P
NUCLEAR REGULATORY
COMMISSION
683rd Meeting of the Advisory
Committee on Reactor Safeguards
(ACRS)
In accordance with the purposes of
Sections 29 and 182b of the Atomic
Energy Act (42 U.S.C. 2039, 2232(b)),
the Advisory Committee on Reactor
Safeguards (ACRS) will hold meetings
on March 3–5, 2021. As part of the
coordinated government response to
combat the COVID–19 public health
emergency, the Committee will conduct
virtual meetings. The public will be able
to participate in any open sessions via
1–866–822–3032, pass code 8272423#.
A more detailed agenda may be found
at the ACRS public website at https://
www.nrc.gov/reading-rm/doccollections/acrs/agenda/.
Wednesday, March 3, 2021
9:30 a.m.–9:35 a.m.: Opening
Remarks by the ACRS Chairman
(Open)—The ACRS Chairman will make
opening remarks regarding the conduct
of the meeting.
9:35 a.m.–11:30 a.m.: Integrated
Human Event Analysis System—
General Methodology Report
Preparation (Open)—The Committee
will have remarks by the Probabilistic
Risk Assessment subcommittee
Chairman regarding the subject topic
and report writing.
1:00 p.m.–3:00 p.m.: Regulatory Guide
1.240, ‘‘Fresh and Spent Fuel Criticality
Analyses’’ (Open)—The Committee will
have presentations and discussion with
representatives from the NRC staff
regarding the subject topic.
3:00 p.m.–5:00 p.m.: Gateway for
Accelerated Innovation in Nuclear and
Advanced Reactor Demonstration
Program (Open)—The Committee will
have presentations and discussion with
representatives from the NRC staff and
the Department of Energy staff regarding
the subject topics.
5:00 p.m.–6:00 p.m.: Preparation of
ACRS Reports (Open)—The Committee
will continue its discussion of proposed
ACRS reports.
PO 00000
Frm 00086
Fmt 4703
Sfmt 4703
Thursday, March 4, 2021
9:30 a.m.–11:00 a.m.: Be riskSMART
Update (Open)—The Committee will
have presentations and discussion with
representatives from the NRC staff
regarding the subject topic.
11:00 a.m.–12:30 p.m.: EMBARK
Venture Studios Briefing (Open)—The
Committee will have presentations and
discussion with representatives from the
NRC staff regarding the subject topic.
1:30 p.m.–5:30 p.m.: Regulatory Basis:
10 CFR Parts 50/52/Other Business
(Open)—The Committee will have
presentations and discussion with
representatives from the NRC staff
regarding the subject topics.
Friday, March 5, 2021
9:30 a.m.–12:30 p.m.: Future ACRS
Activities/Report of the Planning and
Procedures Subcommittee and
Reconciliation of ACRS Comments and
Recommendations/Preparation of
Reports (Open/Closed)—The Committee
will hear discussion of the
recommendations of the Planning and
Procedures Subcommittee regarding
items proposed for consideration by the
Full Committee during future ACRS
meetings, and/or proceed to preparation
of reports as determined by the
Chairman.
Note: Pursuant to 5 U.S.C. 552b(c)(2) and
(6), a portion of this meeting may be closed
to discuss organizational and personnel
matters that relate solely to internal
personnel rules and practices of the ACRS,
and information the release of which would
constitute a clearly unwarranted invasion of
personal privacy.
Note: Pursuant to 5 U.S.C. 552b(c)(4), a
portion of this session may be closed in order
to discuss and protect information designated
as proprietary.
1:30 p.m.–6:00 p.m.: Preparation of
ACRS Reports (Open/Closed)—The
Committee will continue its discussion
of proposed ACRS reports.
Note: Pursuant to 5 U.S.C. 552b(c)(2) and
(6), a portion of this meeting may be closed
to discuss organizational and personnel
matters that relate solely to internal
personnel rules and practices of the ACRS,
and information the release of which would
constitute a clearly unwarranted invasion of
personal privacy.
Note: Pursuant to 5 U.S.C. 552b(c)(4), a
portion of this session may be closed in order
to discuss and protect information designated
as proprietary.
Procedures for the conduct of and
participation in ACRS meetings were
published in the Federal Register on
June 13, 2019 (84 FR 27662). In
accordance with those procedures, oral
or written views may be presented by
members of the public, including
E:\FR\FM\12FEN1.SGM
12FEN1
]]>Agencies
[Federal Register Volume 86, Number 28 (Friday, February 12, 2021)]
[Notices]
[Pages 9391-9402]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-02879]
=======================================================================
-----------------------------------------------------------------------
NATIONAL ENDOWMENT FOR THE ARTS
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. 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
National Endowment for the Arts 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 deadline to submit comments on the Endowment's
proposed changes will be 30 days from the date the report is submitted
to Congress and the OMB.
ADDRESSES: Deputy Chairman for Management & Budget; National Endowment
for the Arts; 400 7th Street SW, Washington, DC 20506; telefax at (202)
682-5798 or by electronic mail at [email protected].
FOR FURTHER INFORMATION CONTACT: Ann Eilers, Deputy Chairman for
Management & Budget, (202) 682-5534.
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 move, 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
[[Page 9392]]
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. 168la(f), or the Federal Claims Collection Act of 1966, 31
U.S.C. 370(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.
12. To appropriate agencies, entities, and persons when (1) the
Endowment suspects or has confirmed that the security or
confidentiality of information in the system of record has been
compromised; (2) the Endowment 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 Endowment or another agency or entity) that rely upon
the compromised information; and (3) the disclosure made to such
agencies, entities, and persons is reasonably necessary to assist in
connection with the Endowment's efforts to respond to the suspected or
confirmed compromise and prevent, minimize, or remedy such harm.
Table of Contents
This document gives notice that the following Endowment systems of
records are in effect:
NEA-1 Panelist, Electronic Grants Management System (eGMS) replaced
Automated Panel Bank System (APBS)
NEA-2 Panelists, Paper Files
NEA-3 National Council on the Arts, Member Information
NEA-4 Grants and Cooperative Agreements: Electronic Grants
Management System (eGMS)
NEA-5 Grants, Paper Files
NEA-6 Contracts
NEA-7 Payroll/Personnel System
NEA-8 Government Purchasing and Card Holders
NEA-9 Financial Management Information System (FMIS)
NEA-10 Finance Subsidiary Tracking Systems
NEA-11 Finance, Paper File
NEA-12 Equal Employment Opportunity Complaint Case Files
NEA-13 Civil Rights Complaint Case Files
NEA-14 Office of the Inspector General Investigative Case 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
SYSTEM NAME AND NUMBER:
Panelists Electronic Grants Management System (eGMS)/NEA-1.
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Authorized National Endowment for the Arts (NEA) staff may access
National Endowment for the Humanities (NEH), electronic grant
management system via online web portal. 400 7th Street SW, Washington,
DC 20506. NEH provides these services under System of Record Notice
NEH-1.
SYSTEM MANAGER(S):
Chief Information Officer; National Endowment for the Humanities;
[email protected].
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) OF THE SYSTEM:
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.
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.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system, as well as from Endowment employees.
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 STORAGE OF RECORDS:
Records in this system are maintained in an electronic database.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are maintained and updated on a continuing
basis, as new information is received by the National Endowment for the
Arts staff. Endowment staff will periodically request updated
information from individuals who already have a People record in eGMS.
Endowment staff will also periodically purge the eGMS People records
pertaining to individuals who have been in the eGMS for three to five
years, but who have not served on a panel.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
[[Page 9393]]
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Panelists Electronic Grants Management System (eGMS) replaces the
panelists Automated Panel Bank System (APBS) that was retired with the
implementation of eGMS.
System Location change 1100 Pennsylvania Avenue NW, Washington, DC
20506.
SYSTEM NAME AND NUMBER:
Panelists, Paper Files/NEA-2.
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
National Endowment for the Arts, 400 7th Street SW, Washington, DC
20506.
SYSTEM MANAGER(S):
Director of Guidelines and Panel Operations: [email protected].
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) OF THE SYSTEM:
Historical information about actual panelists that predates the
electronic capability of eGMS.
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:
Historical information about actual panelists. This system includes
materials such as resumes and panelist profile forms.
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.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
These are historical records that are required under the Federal
Advisory Committee Act. See also the list of General Routine Uses
contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORAGE OF RECORD:
Records in this system are maintained in filing cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The Office of Guidelines and Panel Operations maintains historical
paper files that are static due to the new electronic capability of the
eGMS. These are historical records that are required under the Federal
Advisory Committee Act.
Discipline offices may also maintain paper files about individuals
who have served on panels for their divisions. The Endowment's Finance
Office maintains copies of panelist contracts. Each Discipline office
destroys its panelist contracts after the conclusion of the panel.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Cabinets containing the records in this system are kept locked.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Panelists, Paper Files System Location change 1100 Pennsylvania
Avenue NW, Washington, DC 20506.
SYSTEM NAME AND NUMBER:
National Council on the Arts, Member Information/NEA-3.
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Office of Chief of Staff/Council Operations; 400 7th Street SW,
Washington, DC 20506.
SYSTEM MANAGER(S):
Chief of Staff or Council Coordinator; [email protected].
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) OF THE SYSTEM:
To provide a central repository for information about past and
present members of the Council.
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.
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.
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 STORAGE OF RECORDS:
Records in this system are maintained both electronically and in
paper files kept in file cabinets.
POLICIES AND PRACTICIES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name.
POLICIES AND PRACTICIES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are maintained on an indefinite basis for
reference purposes.
ADMINISTRAIVE, TECHNICAL, AND PHYSICAL 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.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
National Council on the Arts, Member Information System Location
change
[[Page 9394]]
1100 Pennsylvania Avenue NW, Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Grants and Cooperative Agreements, Electronic Grants Management
System (eGMS)/NEA-4.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Authorized National Endowment for the Arts (NEA) staff may access
National Endowment for the Humanities (NEH) electronic grant management
system via an online web portal. 400 7th Street SW, Washington, DC
20506. NEH provides these services under System of Record Notice NEH-1.
SYSTEM MANAGER(S):
Grants Officer (Director) and/or CIO of Information and Technology;
National Endowment for the Humanities; [email protected].
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) OF THE SYSTEM:
To provide a central repository for information about grant and
cooperative agreement applicants, recipients, and awards.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individual and organizations who have applied to the National
Endowment for the Arts (NEA) for financial assistance in the form of
grants and cooperative agreements.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, Social Security number, Taxpayer
or Employee identification numbers (TIN, EIN) assigned by the IRS, Dun
& Bradstreet numbers assigned by Dun & Bradstreet, application numbers
assigned by the National Endowment for the Arts (NEA). National
Standard and other agency established codes, and award action dates.
Banking information is not maintained in the Electronic Grants
Management System (eGMS).
Additional information concerning National Endowment for Arts (NEA)
decisions to award grants and cooperative agreements, disburse funds,
and close out awards. Materials include applications, award
notifications and any approved amendments, payment requests,
correspondence, and final reports.
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.
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
application review and award process, grants management, 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 STORAGE OF RECORDS:
Records in this system are maintained in an electronic database.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name, application number,
grant number, or constituent identification number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are maintained on an indefinite basis for
reference purposes; however, records will be closed out and not
accessible for viewing after the required retention period (currently 7
years from the date of closeout).
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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
controlled by PIV access, with different levels of modification rights
assigned to individuals and offices at the NEA based on their specific
job functions.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Grants and Cooperative Agreements, Electronic Grants Management
System (eGMS) replaces Grants, Grants Management System (GMS); System
Location changed from 1100 Pennsylvania Avenue NW, Washington, DC
20506.
SYSTEM NAME AND NUMBER:
Grants, Paper Files/NEA-5.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
400 7th Street SW, Washington, DC 20506.
SYSTEM MANAGER(S):
Grants Officer (Director); [email protected].
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) OF THE SYSTEM:
To supplement the GMS and eGMS with information well suited for
maintenance in hard copy form.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have applied to the NEA for financial assistance in
the form of grants.
CATEGORIES OF RECORDS IN THE SYSTEM:
Additional information concerning NEA decisions to award grants and
cooperative agreements, disburse funds, and close out awards. Materials
include applications, award notification letters and any approved
amendments, payment requests, correspondence, and final reports.
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.
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 and cooperative agreement review and award process, award
management including payment and amendment requests, 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 STORAGE OF RECORDS:
Records in this system are maintained in file cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name, application number,
or grant number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The Office of Grants maintains paper files of award made in FY 17
and earlier
[[Page 9395]]
that are still open, which are retired and destroyed after seven years.
When the final descriptive and financial status reports are received
and accepted, the grant and cooperative agreement files are retired
first to the Federal Records Center, and then to the National Archives
and Records Administration. The FY 17 paper award files are scanned to
a specific computer system LAN drive that has limited access.
ADMINISTRTIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Files containing records in this system are kept locked during non-
working hours.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORDS PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Grant, Paper Files System Location change 1100 Pennsylvania Avenue
NW, Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Contracts/NEA-6.
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
400 7th Street SW, Washington, DC 20506.
SYSTEM MANAGER(S):
Administrative Officer (Director of Administrative Services) and/or
Director of Finance [email protected].
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 9 51 et seq.).
PURPOSE(S) OF THE SYSTEM:
To maintain a record of contracts and cooperative agreements
entered into by the Endowment.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals who have entered into administrative contracts with the
Endowment.
CATEGORIES OF RECORDS IN THE SYSTEM:
Relevant information concerning the contract, such as copies of the
signed document and requests for payment/invoices.
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.
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 STORAGE FOR RECORDS:
The 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.
POLICIES AND PRACTICES RETRIEVAL OF RECORDS:
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 Contracts
Office are retrieved by name. Paper files maintained by the Finance
Office are retrieved by name, Social Security number, or vendor number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Database and word processing files are maintained on an indefinite
basis for reference purposes. Paper files maintained by the 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.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED THE SYSTEM:
None.
HISTORY:
Contracts replaces Contracts and Cooperative Agreements; System
Location changed from 1100 Pennsylvania Avenue NW, Washington, DC
20506.
SYSTEM NAME/NUMBER:
Payroll/Personnel System/NEA-7.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
National Endowment for the Arts (NEA), Department of Human
Resources. 400 7th Street SW, Washington, DC 20506.
Pursuant to an Interagency Agreement between the NEA and the
National Finance Center (``NFC''), a component organization of the
United States Department of Agriculture's Office of the Chief Financial
Officer, NFC provides NEA with the following services: Payroll
processing, payroll account processing, salary payment of processing,
receipt and processing of time and attendance data, and other functions
necessary to perform these services. NFC provides these services using
the Department of Agriculture's payroll systems, which are covered
under Department of Agriculture System of Record Notice OPM/GOV-1.
SYSTEM MANAGER(S):
Director of Human Resources; [email protected].
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) OF THE SYSTEM:
To document the Endowment's personnel processes and to calculate
and process payroll.
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 some data that may also be maintained in the Endowment's
official personnel folders, which are managed in accordance with Office
of Personnel Management (OPM)
[[Page 9396]]
regulations. The OPM has given notice of its system of records covering
official personnel folders in OPM/GOVT-1.
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.
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 STORAGE OF RECORDS:
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. Records generated
through the NFC are maintained 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. Division offices also may use file
cabinets to maintain paper records concerning performance reviews and
other personnel actions.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name, Social Security
number, or date of birth.
POLICIES AND PRACTICIES FOR RETENTIVAL AND DISPOSAL OF RECORDS:
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.
ADMINSTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
NEA limits access to records within this system to authorized
personnel whose official duties require such access; namely, Office of
Human Resources personnel and senior staff. Access to records in this
system is further controlled by password. NEA keeps records in this
system in locked file cabinets.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Location changed from 1100 Pennsylvania Avenue NW, Washington, DC
20506.
SYSTEM NAME AND NUMBER:
Government Purchasing Card Holders/NEA-8.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
400 7th Street SW, Washington, DC 20506.
SYSTEM MANAGER(S):
Administrative Officer (Director of Administrative Services) and/or
Director of Finance; [email protected].
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) OF THE SYSTEM:
To maintain a record of Endowment employees authorized to use
government purchasing cards.
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.
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.
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 STORAGE OF RECORDS:
The Administrative Services 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.
POLICIES AND PRACTICES RETRIEVAL OF RECORDS:
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.
POLICIES AND PRACTICES RETENTION AND DISPOSAL OF RECORDS:
Records in this system are maintained on an indefinite basis for
reference purposes. Records concerning individuals not issued credit
cards are destroyed.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access to electronic records in this system is controlled by a
password, which is available only to the Approving Official. Rooms
containing paper records in this system are kept locked during non-
working hours.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Government Purchasing Card Holders System Location changed from
1100 Pennsylvania Avenue NW, Washington.
SYSTEM NAME AND NUMBER:
Financial Management Information System/NEA-9 (FMIS), DELPHI (the
Department of Transportation's (DOT's) Oracle Federal Financial System
made available to the National Endowment for the Arts (NEA) through a
cross-servicing agreement with DOT's Enterprise Service Center.
[[Page 9397]]
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Authorized NEA staff may access DELPHI Oracle Federal Financial
System electronically via an online web portal. This system is hosted
by the Department of Transportation facility in Oklahoma City,
Oklahoma. NEA stores certain supporting documents in hard-copy files
with its Finance and Budget Office. DOT provides these services under
System of Record Notice DOT/ALL 7.
SYSTEM MANAGER(S):
Accounting Officer (Director of Finance); [email protected].
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) OF THE SYSTEM:
To promote effective fund control and financial management; to
provide a central repository for information about the NEA's financial
transactions; and to enable the NEA Budget and Finance offices to share
a common system for entering allocation, commitment, and obligation
information.
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.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
NEA staff employees, grant recipients, vendors, and other
individuals involved in financial transactions with the NEA.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system and from NEA employees who are involved with the NEA's fund
control and financial management.
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 STORAGE OF RECORDS:
Records in this system are maintained on electronically.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name, Social Security
number, tax/employee identification number, or vendor number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are maintained on an indefinite basis for
reference purposes.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
This system is maintained in a locked computer room that can be
accessed only by authorized employees of the NEA 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 NEA
employees therein, based on their specific job functions.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Financial Management Information System (FMIS) System Location
changed from 1100 Pennsylvania Avenue NW; Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Finance, Subsidiary Tracking Systems/NEA-10.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Finance Office; 400 7th Street SW; Washington, DC 20506. NEA staff
may access the E2 Solutions information system electronically via
online. This system is sponsored by the U.S. General Services
Administration Program Management Office (GSA PMO). GSA provides these
services under the System of Records Notice GSA/ GOVT-4.
SYSTEM MANAGER(S):
Accounting Officer (Director of Finance); re[email protected].
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) OF THE SYSTEM:
To supplement DELPHI with electronic records that cannot be
maintained within that system.
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) Files contain payment information for processing all payments.
(2) The Travel Authorizations Files contain employee expense data
from travel duty. The GSA has given notice of its system of records
covering the official travel files GSA/GOVT-4.
(3) The Travel Voucher Files containing employee expense data from
travel duty. The GSA has given notice of its system of records covering
travel service providers GSA/GOVT-4.
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.
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 STORAGE OF RECORDS:
Records in this system are maintained in electronic databases.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in the Secure Payment System (SPS) are retrieved by name,
Social Security number, taxpayer identification number, or supplier
number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are maintained on an indefinite basis for
reference purposes.
[[Page 9398]]
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Access to records in this system is controlled by password.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Finance, Subsidiary Tracking System Location changed from 1100
Pennsylvania Avenue NW; Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Finance, Paper Files/NEA-11.
SECURITY CLASSFICATION:
Sensitive.
SYSTEM LOCATION:
Finance Office; 400 7th Street SW; Washington, DC 20506.
SYSTEM MANAGER(S):
Accounting Officer (Director of Finance); [email protected].
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Foundation on the Arts and the Humanities Act of 1965, as
amended (20 U.S.C. 951 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. I 04-134).
PURPOSE(S) OF THE SYSTEM:
To supplement DELPHI with information well suited for maintenance
in hard copy form.
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. The GSA has given notice of its system
of records covering the official Travel Charge Card Program GSA/GOVT-3.
(5) The Star Awards Files contain data concerning awards for
Endowment employees.
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.
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 STORAGE OF RECORDS:
Records in this system are maintained in file cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name; Social Security
number; taxpayer identification number; or contract number of the
employee, contractor, or grantee.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
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.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Rooms containing the records in this system are kept locked during
non-working hours.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Finance, Paper Files System Location changed from 1100 Pennsylvania
Avenue NW; Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Equal Employment Opportunity Complaint Case Files/NEA-12.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Office of Equal Employment Opportunity/Civil Rights; 400 7th Street
SW; Washington, DC 20506.
SYSTEM MANAGER(S):
Acting Director of Civil Rights; [email protected].
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) OF THE SYSTEM:
To enable the Endowment to investigate and adjudicate internal
complaints of discrimination.
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.
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
[[Page 9399]]
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 STORAGE OF RECORDS:
Records in this system are maintained on computer servers and in
file cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Complaint files are destroyed four years after resolution of the
case.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
EEO files on computer servers are limited in access to NEA EEO
personnel only. Paper files are kept in a locked file cabinet.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGAGED FOR THE SYSTEM:
None.
HISTORY:
Equal Employment Opportunity Complaint Case Files System Location
change 1100 Pennsylvania Avenue NW; Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Civil Rights Complaint Case Files/Nea-13.
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Office of Equal Employment Opportunity/Office of Civil Rights; 400
7th Street SW; Washington, DC 20506.
SYSTEM MANAGER(S):
Acting Director of Civil Rights; [email protected].
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) OF THE SYSTEM:
To enable the Endowment to investigate and adjudicate external
complaints of discrimination.
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.
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.
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.
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
Routing Uses contained in the Preliminary Statement.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records in this system are maintained on computer servers and in
file cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name or a control number
assigned to each external complaint of discrimination.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Complaint files are destroyed four years after resolution of the
case.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Civil rights files on computer servers are limited in access to NEA
Civil Rights personnel only. Paper files are kept in a locked file
cabinet.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Civil Rights Complaint Case Files System Location change 1100
Pennsylvania Avenue NW; Washington.
SYSTEM NAME AND NUMBER:
Office of the Inspector General Investigative Case Files/NEA-14.
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Office of the Inspector General; 400 7th Street SW; Washington, DC
20506.
SYSTEM MANAGER(S):
Inspector General; [email protected].
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.
PURPOSE(S) OF THE SYSTEM:
To maintain files of investigative and reporting activities carried
out by the Office of the Inspector General.
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
[[Page 9400]]
opening reports, progress reports, and closing reports, with
recommendations for corrective action.
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.
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. 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 STORAGE OF RECORDS:
Records in this system are maintained in file cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name, report number, or
chronological ordering.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are maintained on-site until eligible for
destruction. Work papers used in evaluating grantees' audit reports and
financial statements are destroyed on a three-year cycle, or until
eligible for destruction. Work papers 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.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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.
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.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULAGED FOR THE SYSTEM:
This system is exempted from 5 U.S.C. 552a except subsections (b);
(c)(l) and (2); (e)(4)(A) through (F); (e)(6), (7), (9), (10), and
(11); and (i) under 552a(i)(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)(l); (e)(4)(G), (H), and (I); 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.
HISTORY:
Office of the Inspector General Investigative Files System Location
changed from 1100 Pennsylvania Avenue NW; Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Senate Nomination Files--National Council on the Arts/NEA-15.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Office of General Counsel; 400 7th Street SW; Washington, DC 20506.
SYSTEM MANAGER(S):
Designated Agency Ethics Officer; [email protected].
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) OF THE SYSTEM:
To maintain a record of the members of the NCA's financial
disclosure reports upon nomination.
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.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are kept electronically as well as in hard copy that are
locked in file cabinets.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are kept electronically as well as in hard copy that are
locked in file cabinets.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records are destroy(ed) 6 years after receipt of the OGE Form 450
by the agency, except when the OGE Form 450 supports one or more
subsequent Optional OGE Form 450-As then destroy 6 years after receipt
of the last related OGE Form 450-A by the agency, or when no longer
needed for active investigation, whichever is later. This disposition
instruction is mandatory; deviations are not allowed.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
This system is maintained in a locked file cabinet within an office
that is locked during nonbusiness hours.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGAGED FOR THE SYSTEM:
None.
[[Page 9401]]
HISTORY:
Office of the Inspector General Investigative Files System Location
changed from 1100 Pennsylvania Avenue NW, Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Jazz Masters Recipients/NEA-16.
SYSTEM CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Performing Arts Division, 400 7th Street SW, Washington, DC 20506.
SYSTEM MANAGER(S):
Division Coordinator; Performing Arts Division; [email protected].
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) OF THE SYSTEM:
To create a central repository for information about individuals
who have been nominated to receive a NEA Jazz Masters Fellowship award
and to create a record of NEA Jazz Masters Fellowship recipients.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals nominated to receive a NEA Jazz Masters award from the
Endowment and recipients of the award.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, email, biographical information.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
Information in this system is used to compile nominee packages for
review by a panel in selecting the recipients of the NEA Jazz Masters
Fellowship award.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
All records in this system are maintained in paper format in file
cabinets and in electronic form in a Database. Accessible only to
division staff.
POLICIES AND PRACTICES RETRIEVAL OF RECORDS:
Records in this system are retrieved by name of nominee or by name
of recipient.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
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.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Records 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 accessible only to division
staff.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Jazz Masters Recipients System Location changed from 1100
Pennsylvania Avenue NW, Washington, DC 20506.
SYSTEM NAME AND NAME:
National Heritage Fellowship Recipients/NEA-17.
SECURITY CLASSIFICATION:
Sensitive.
SYSTEM LOCATION:
Multidisciplinary Division, 400 7th Street SW, Washington, DC
20506.
SYSTEM MANAGER(S):
Division Coordinator; [email protected].
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) OF THE SYSTEM:
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.
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, email, biographical information.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING, CATEGORIES
OF USERS AND PURPOSES OF SUCH 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 STORAGE OF RECORDS:
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.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name of nominee or by name
of recipient.
POLICIES AND PRACTICES RETENTION AND DISPOSAL OF RECORDS:
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.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL 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.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159.
NOTIFICATION PROCEDURES:
See 45 CFR part 1159.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
National Heritage Fellowship Recipients System Location changed
from 1100 Pennsylvania Avenue NW, Washington, DC 20506.
SYSTEM NAME AND NUMBER:
Literature Fellowship Recipients/NEA-18.
SECURITY CLASSIFIED:
Sensitive.
SYSTEM LOCATION:
Literature Division; 400 7th Street SW, Washington, DC 20506.
SYSTEM MANAGER(S):
Literature Director, [email protected].
[[Page 9402]]
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) OF THE SYSTEM:
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.
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, email address, biographical
information.
RECORD SOURCE CATEGORIES:
Data in this system is obtained from individuals covered by the
system.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH 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 STORAGE OF RECORDS:
All records in this system are maintained in electronic format in
the Electronic Grants Management System (eGMS).
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records in this system are retrieved by name of recipient or by
application number.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records pertaining to unsuccessful applicants are kept in eGMS
permanently. Records pertaining to award recipients are maintained
permanently at the Endowment.
ADMINISTRATIVE, TECHNICAL, AND PHYISCAL SAFEGUARDS:
Records in this system are maintained in eGMS, a secure system
accessed only by NEA staff PIV card.
RECORD ACCESS PROCEDURES:
See 45 CFR part 1159.
CONTESTING RECORD PROCEDURES:
See 45 CFR part 1159
NOTIFICATION PROCEDURES:
See 45 CFR part 1159
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
Literature Fellowship Recipients System Location changed from 1100
Pennsylvania Avenue NW, Washington, DC 20506.
Dated: January 11, 2021.
Anthony M. Bennett,
Director of Administrative Services.
[FR Doc. 2021-02879 Filed 2-11-21; 8:45 am]
BILLING CODE 7537-01-P
