A.I.D. 18 – Employee Use of Property Owned or Leased by the U.S. Government Records
Systems of Records Notice
AGENCY FOR INTERNATIONAL DEVELOPMENT
A.I.D.--18
System name: Employee Use of Property Owned or Leased by the
U.S. Government Records.
System location: Records are located at Agency Washington
headquarters and at offices abroad. See Appendix A for actual
location of those offices.
Categories of individuals covered by the system: U.S. Government
employees, contract employees of A.I.D., and guests at A.I.D.-
operated staff or guest houses.
Categories of records in the system: Records pertaining to the
occupancy or use of property owned or leased by the U.S. Government,
and to facilities and/or services provided such as: Government-leased
housing; government-owned furniture, appliances and furnishings; U.S.
Government property in custody used for official purposes;
government-owned vehicles used for official or unofficial purposes;
parking permits; government-purchased publications; long-distance
telephone calls made from A.I.D facilities; U.S. Government vehicle
repair facilities; commissary, liquor, and post exchange purchases;
gasoline purchased from or through post exchange purchases; gasoline
purchased from or through an A.I.D. overseas post; government-
furnished housing maintenance and repair services; and A.I.D. staff
or guest house facilities.
Authority for maintenance of the system: Foreign Assistance Act of
1961 as amended, section 621, 635; Foreign Service Act of 1946 as
amended.
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses: To law
enforcement agencies, U.S. Government agencies, courts, the
Department of State, foreign governments and international agencies,
and Members of Congress, for the purposes set forth in the Statement
of General Routine Uses immediately preceding these specific notices
of systems of records.
Policies and practices for storing, retrieving, accessing,
retaining, and disposing of records in the system:
Storage: Paper copy in file folders, and card index file.
Retrievability: By name of individual.
Safeguards: Located in metal file cabinets with three-way
combination locks in secured premises with access limited to those
whose official duties require access.
Retention and disposal: Records on the issuance of U.S. Government
property are destroyed three years after the property is turned in or
otherwise accounted for. Individual trip tickets reflecting official
and unofficial use of vehicles are destroyed 6 months after the end
of the fiscal year. Maintenance and repair records and related papers
pertaining to the maintenance and repair of individual residential
units occupied by individuals at overseas posts are destroyed at the
end of 4 years. Destruction is by shredding or burning.
System manager(s) and address: Director, Office of Managment
Operations, Agency for International Development, 320 21st Street,
NW, Washington, DC.
Notification procedure: Requests by individuals concerning the
existence of a record may be addressed to:
Director
Office of Personnel and Manpower (SER/PM)
Attn: Privacy Liaison Officer
Agency for International Development
320 21st Street, NW
Washington, DC 20523
or presented in person at State Annex 2, 515 22nd Street NW,
Washington, DC 20523.
For offices abroad, to the Privacy Liaison Officer at the
applicable address in appendix A.
Information Required: Individual's name, place and date of birth.
The determination as to the existence of a record will be facilitated
by the provision of the individual's Social Security number and dates
and places of service.
Record access procedures: Requests from individuals should be
addressed or presented in person to the same addresses as stated in
the Notification Section above.
Requests should be accompanied by information sufficient to
identify the individual pursuant to Sec. 215.4(c) or (d) of the
Agency's Regulations as published in this issue of the Federal
Register.
Contesting record procedures: Written requests from individuals to
amend their record should be mailed or presented in person to the
same addresses as stated in the Notification Section above.
Requests for review of a refusal to amend a record should be made
in writing and mailed or delivered to:
Administrator
Agency for International Development
320 21st Street, NW
Washington, DC 20523
ATTENTION: Executive Secretary--Privacy Review Request.
Both the envelope and the letter should be clearly marked
Attention: Executive Secretary--Privacy Review Request.
Record source categories: U.S. Government employees, local and
contract employees of A.I.D., and personnel of the Departmnent of
State.
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