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A.I.D. 3 – Employees Automated Records

Systems of Records Notice

System name: Employees Automated Records.

System location: Office of Data Management, Agency for International Development, 1975 Florida Avenue, Washington, DC.

1. A.I.D. employees including: Direct-hire employees assigned positions in the United States; United States citizen direct-hire employees assigned to positions overseas; and employees of Federal, state, or local government agencies detailed or assigned to A.I.D.;
2. Applicants for employment; and
3. Non-direct hires such as Personal Services Contractors.

Categories of records in the system:

This automated system consists of eleven files of computerized records maintained on magnetic discs and magnetic tapes. These files are described below. The first seven (a through g) and the tenth (j) pertain to the category of individuals defined in a. above; the eighth (h) pertains only to the category of individuals defined in b. above; the ninth file (i) is maintained separately from the other eight files; the eleventh (k) pertains to category of individuals defined in a. and b. above.

1. Master Data File--This file contains information about the organizational structure of the Agency, and the location within that structure of all employees. Individual records, in addition to containing data describing the position incumbered by the employee, contain the following types of information on the employee: Basic data such as name, Social Security Account Number (SSAN), birth date, veteran preference, tenure group, service computation date, reportable handicap, retirement system, and participation in Federal Employee' Government Life Insurance; pay data such as pay plan, grade or class, step within grade, date appointed to present grade and work schedule; personal data supplied by the employee such as sex, marital status, state of legal residence, and academic education level; data on retirement form a uniformed service, if applicable; a wide variety of dates including those that indicate suspense actions which are due at the future date, and others used for other purposes by personnel managers such as date assigned overseas and date returned from overseas; for Civil Service and Foreign Service employees their evaluation rating and the date of their last evaluation; qualifications and skills data such as college degrees, special prior experience, training courses completed, proficiency in foreign languages, and skills of use to the Agency.
2. A Chronological Data Record is maintained on each employee and contains up to ten entries reflecting the most recent `personnel actions' on that individual, such as appointment, conversions, reassignment, transfer, promotion, extension, and separation. Included for each entry is the type of action code and title, effective date, position assigned to, including position title, and employee's pay plan and grade at the time.
3. Separated Employee File--For employees who have been separated, a record is maintained, made up of the employee data in the Master Data Record and the Chronological Data Record as described in a. and b. above. This record is maintained for three years after date of separation.
4. Index File--This file contains a record for each employee, but contains only the SSAN and the Position Sequence Number of the Position to which the employee is assigned. It is used to find the employee's Master Data Record when only the SSAN is known.
5. Turnaround File--This file contains only records generated by the computer and is used by the computer to update the Master Data and Chronological Record files on future effective personnel actions. It is also used by the process that prints the Standard Form 50, Report of Personnel Actions.
6. SF-50 File--This file contains data that was used in printing the Standard Form 50 and is retained for 90 days in the event the Standard Form 50 requires correction or cancellation. It contains basic data on the employee and personnel action being effected by the Standard Form 50.
7. Transaction History File--This file contains a record on each file maintenance transaction input into the computer that passed computer program edits and is used in maintaining system files.
8. Applicant Data File--This file contains name, SSAN, veteran preference, and qualification data supplied by the applicant.
9. Minority Group Designator File--This file contains SSAN and a minority code designator used in preparing reports required by the Equal Employment Opportunity Act of 1972.
10. The Equal Opportunity Program Extract File--This file contains information from the Master Data File and the Minority Group Designator File and consists of the following: Position number; position title; occupational specialty code; position pay plan; position grade; GSA location code; employee name; SSAN; sex; employee pay plan; employee grade; employee step; minority group designator; work schedule; current civil service performance rating; date of last civil service performance rating; supervisory code; age; date of birth; handicap code; date appointed present grade; incumbent assigned date; date entered on duty with AID or predecessor; academic education level; degree Majors 1, 2 and 3; Agency occupational special ties 1, 2 and 3; Veteran's Preference.
11. New Data File--Automated Mission Staffing Pattern System that will include a record on each USAID employee (both direct and non- direct hire) and consists of the following information: data elements previously identified in the Master Data File and additional data elements such as only that designates local, U.S. or third country hire, Contract Start and End Dates, to be used for personal contractors only, Total Cost Existing Contract, to be used for personal contractors only, and All Other Annual Costs. This data file is the only file that contains information on non-direct hires.

Authority for maintenance of the system: Title 5 U.S.C. 301 1302, 2951, 4118, 4308; Foreign Assistance Act of 1961, as amended, sec. 621, 621A, 625, 626, 627, 628; Foreign Service Act of 1946, as amended, sec. 911.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

To representatives of the Civil Service Commission on matters relating to the inspection, survey, audit or evaluation of A.I.D. personnel management programs, of personnel actions, or such other matters under the jurisdiction of the Commission.

To representatives of the Office of Personnel Management for the maintenance of their Central Personnel Data File, Federal Automated Career System, and Executive Inventory File.

To the Attorney General of the United States or his authorized representative in connection with litigation, law enforcement, or other matters under the direct jurisdiction of the Department of Justice, or carried out as the legal representative of the executive agencies.

To the Chesapeake and Potomac Telephone Co. (a contractor) and its employees for the purpose of telecommunications transmission of data between the central computer facility and the remote terminals.

To a duly appointed hearing examiner or arbitrator (an employee of another federal agency) for the purpose of conducting a hearing in connection with an employee's appeal involving disclosures of records of A.I.D.'s personnel management system.

To an arbitrator who is given a contract pursuant to a negotiated labor agreement to hear an employee's grievance involving disclosure of the record of the personnel management system.

To the recognized labor union for the purposes of meeting the requirements of the negotiated agreement.

To representatives of the Department of Health and Human Services for the purpose of producing microfiche and microfilm outputs.

To the Department of State for the purposes of producing microfiche and microfilm outputs.

To the Department of the Treasury and the Department of State for the purpose of providing special reports pertaining to AID employees in the Foreign Service Retirement and Disability System.

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: Records are stored on magnetic disc and/or magnetic tape.

Retrievability: The eleven files described above are indexed in the following manner and may be retrieved as indicated; however, personal data in all files are readily retrieved through the Index File.

1. Master Data File: By Position Sequence Number (POSNO) within AID.;
2. Chronological Data File: By Social Security Account Number (SSAN)
3. Separated Employee File: By SSAN;
4. Index File: By SSAN;
5. Turnaround File: By effective date;
6. SF-50 File: By effective date;
7. Transaction History File: By date of input to the system or effective date, whichever is later; and
8. Applicant Data File: By SSAN.
9. Minority Group Designator File: By SSAN.
10. Equal Opportunity Program Extract File: By Position Sequence Number (POSNO) within A.I.D.
11. Automated Mission Staffing Pattern System: by Organization.

Safeguards: A `password' is assigned to A.I.D. employees who, in the performance of their official duties, must have access to these files. The password is checked by the computer prior to granting access to the files. The computer facility, including the time library, is located in secured premises with combination-lock door, and access is limited to persons of verified identity who require access.

Retention and disposal: The computerized records are deleted from the files when no longer needed by the system. A copy of the content of all files is made at the end of June and December and is retained for five years, then destroyed.

System manager(s) and address:

Notification procedure: Requests by individuals concerning the existence of a record may be adressed to:

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 rules 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 address 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:

Record source categories: The individual concerned and A.I.D. employees acting in their official capacities in approving personnel actions and verifying information.

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