Systems of Records Notice
System name: Congressional Relations, Inquiries, and Travel Records.
- 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.
Last updated: March 19, 2014