Systems of Records Notice
System name: Public Information Records.
System location: a. Principal files are maintained in the Office of Public Affairs, A.I.D., 320 21st Street, NW, Washington, DC 20523.
Categories of individuals covered by the system: Employees of A.I.D., Members of Congress, individuals associated with foreign economic assistance, and individuals requesting information under the Freedom of Information and Privacy Acts.
Categories of records in the system: Biographical information on Members of Congress, individuals officials within the agency. Biographical information on employees who serve as public speakers, press releases, news clippings, photographs, requests for access to A.I.D. records under the Freedom of Information and Privacy Acts, and related correspondence.
Authority for maintenance of the system: Foreign Assistance Act of 1961 as amended, especially sections 621, 634(b); Pub. L. 93-502; 5 U.S.C. 301; and the Freedom of Information Act (5 U.S.C. 552).
Routine uses of records maintained in the system, including categories of users and the purposes of such uses:
The Administrator and Deputy Administrator for personal contacts.
Persons or organizations requesting A.I.D. to make available an employee to speak in public on A.I.D. activities are provided a biographical sketch of the speaker in order to select and introduce the speaker.
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 copies and photographs in file folders. Automated records on magnetic discs and permanently on line at the computer center.
Retrievability: By name of individual.
Safeguards: Located in metal file cabinets with three-way combination lock in a secure space or secured premises with access limited to those whose official duties require access. The Resource Allocation Control Facility, in use on our computer system, lessens the potential for unauthorized use.
Retention and disposal: Destroyed after five years by burning. Computerized records are deleted from the system when no longer needed for daily operations.
System manager(s) and address: Director, Office of Public Affairs, Agency for International Development, 320 21st Street, NW, Washington, DC 20523.
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, 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 Account 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 22 CFR 215.4 (c) or (d).
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: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, employees, public media information, A.I.D. records, and individuals requesting access to records under the Freedom of Information and Privacy Acts.
Last updated: March 19, 2014