A.I.D. 22 – Congressional Relations, Inquiries, and Travel Records
Systems of Records Notice
AGENCY FOR INTERNATIONAL DEVELOPMENT
A.I.D.--22
System name: Congressional Relations, Inquiries, and Travel
Records.
System location:
- Principal files are maintained in the Office of Legislative
Affairs, A.I.D., 320 21st Street, NW, Washington, DC 20523
- Records of Congressional inquiries concerning employees of and
applicants for employment with the Office of the General Counsel are
maintained in the Office of the General Counsel, A.I.D., 320 21st
Street, NW, Washington, DC 20523.
- Related files are maintained in certain areas of the field
offices listed at Appendix A.
- Retired files are maintained in the Washington National
Records Center, 4205 Suitland Road, Suitland, Maryland.
Categories of individuals covered by the system:
Members of Congress, members of their personal staffs and of
Congressional Committee staffs; employees of A.I.D. or applicants for
employment who are or have been the subject of Congressional
inquiries and recommendations.
Categories of records in the system:
Congressional correspondence and memoranda of Congressional
telephone calls covering (1) requests for information and assistance
on matters related to foreign assistance; (2) requests for assistance
from the Agency in arranging official travel overseas by Members of
Congress, their staffs or committee staffs to inspect and observe
foreign assistance programs abroad, and (3) inquiries about A.I.D.
employees and recommendations concerning employees or applicants for
employment. Also includes information about individual members of
Congress derived from public media sources, including biographic
records, and extracts from the Congressional Record.
Authority for maintenance of the system:
Foreign Assistance Act of 1961 as amended, especially section
634(b); 5 U.S.C. 301; 44 U.S.C., Chapters 31 and 33.
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, Members of Congress, and individuals' medical advisers 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. Automated records on magnetic discs
and permanently on line at the computer center.
Retrievability:
By name of Congressman. Access will be limited to individuals
with a need to know and have the proper password.
Safeguards:
Except for material completely in the public domain, located in a
secure space or secured premises with access limited to those whose
official duties require the information. The Resources Allocation
Control Facility, in use on our computer system, lessens the
potential for unauthorized use.
Retention and disposal:
Except for correspondence involving matters of policy, records
are destroyed by burning after no more than 15 years; files related
to individual Congressmen are retired at the end of each session of
Congress. Records involving policy matters are retained permanently
in archival files. The computerized records are deleted from the
system when no longer needed for daily operations.
System manager(s) and address:
- For records maintained at Location (a): Director for
Legislative Affairs, A.I.D., 320 21st Street, NW, Washington, DC
20523.
- For records maintained at Location (b): Office of the General
Counsel, A.I.D., 320 21st Street, NW, Washington, DC 20523.
- For records maintained at Location (c): Executive Office of
the appropriate A.I.D. office listed at appendix A.
Notification procedure:
Requests by individuals concerning the existence of a record may
be addressed to: Director, Office of Public Affairs, Attn.: Privacy
Liaison Officer, Agency for International Development, 320 21st
Street NW, Washington, DC 20523, or presented in person at 320 21st
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. For records of
Congressional correspondence, include name of Congressman and
appropriate session of Congress. The determination as to the
existence of a record will be facilitated by the provision of the
individual's Social Security Account Number and dates and places of
service.
Record access procedure:
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 persons 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:
Members of Congress and their staffs; Congressional Committee
Members; A.I.D. employees; Congressional Directory, Congressional
Quarterly, and Congressional Record; newspapers, magazines, and other
public media.
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