[Federal Register Volume 60, Number 171 (Tuesday, September 5, 1995)]
[Notices]
[Pages 46120-46125]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-21849]
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FEDERAL HOUSING FINANCE BOARD
[No. 95-9]
Privacy Act of 1974; Systems of Records
AGENCY: Federal Housing Finance Board.
ACTION: Notice.
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SUMMARY: In accordance with the Privacy Act, the Federal Housing
Finance Board (Finance Board) is publishing a notice of its systems of
records.
DATES: The Finance Board invites interested parties to submit comments
on the proposed routine uses of the systems of records described in
this notice on or before October 5, 1995. The systems of records
described in this notice will be effective 30 days from the date of
publication unless the Finance Board receives comments on the routine
uses that would result in a contrary determination.
ADDRESSES: Please submit comments to: Executive Secretariat, Federal
Housing Finance Board, 1777 F Street NW., Washington, DC 20006.
FOR FURTHER INFORMATION CONTACT: David A. Guy, Associate General
Counsel, Office of General Counsel, Federal Housing Finance Board, 1777
F Street NW., Washington, DC 20006.
SUPPLEMENTARY INFORMATION: Pursuant to the requirements of the Privacy
Act of 1974 (5 U.S.C. 552a(e)(4)), the Finance Board is publishing a
notice of the existence and character of its systems of records
maintained on individuals. As further described below, the Finance
Board maintains the following systems of records:
FHFB-1 Employee Attendance Records
FHFB-2 General Travel and Transportation Files
FHFB-3 Administrative Grievance Files
FHFB-4 Federal Home Loan Bank Directors Financial Disclosure Records
FHFB-5 Finance Board Director Financial Disclosure Records
FHFB-6 Board of Directors
FHFB-7 Agency Personnel Investigative Records
In addition, the Finance Board intends to adopt the previously
published Federal Register notices of the existence and character of
the following governmentwide systems of records established by the
Office of Personnel Management (OPM), the Office of Government Ethics
(OGE), and the Equal Employment Opportunity Commission (EEOC):
OPM/GOVT-1 General Personnel Records
OPM/GOVT-2 Employee Performance File System Records
OPM/GOVT-3 Records of Adverse Actions, Performance-Based Reduction
in Grade and Removal Actions, and Termination of Probationers
OPM/GOVT-5 Recruiting, Examining, and Placement Records
OGE/GOVT-1 Executive Branch Public Financial Disclosure Reports and
Other Ethics Program Records
OGE/GOVT-2 Confidential Statements of Employment and Financial
Interests
EEOC/GOVT-1 Equal Employment Opportunity in the Federal Government
Complaint and Appeals Records
These governmentwide systems of records include records that are in
the temporary custody of the Finance Board, but which are owned by the
OPM, the EEOC, or the OGE, respectively. Since the OPM, the OGE, and
the EEOC have published notices in the Federal Register of the
existence and character of these systems of records, it is
unnecessarily duplicative for the Finance Board to include a
description of these systems of records in its Federal Register notice.
Individuals are referred to the OPM's Federal Register notice of
the existence and character of OPM/GOVT-1, OPM/GOVT-2, OPM/GOVT-3, and
OPM/GOVT-5. The citation is 57 FR 35705-35716, August 10, 1992, as
amended from time to time.
Individuals are referred to the OGE's Federal Register notice of
the existence and character of OGE/GOVT-1 and OGE/GOVT-2. The citation
is 55 FR 6328-6331, February 22, 1990, as amended from time to time.
Individuals are referred to the EEOC's Federal Register notice on
the existence and character of EEOC/GOVT-1. The citation is 59 FR
11068, March 9, 1994, as amended from time to time.
FHFB-1
Employee Attendance Records.
None.
Federal Housing Finance Board, 1777 F Street NW., Washington, DC
20006.
Finance Board employees.
Records consist of: (1) Time and attendance sheets showing employee
attendance for two-week pay periods and the amount of leave used; and
(2) employee applications for leave.
12 U.S.C. 1422b(b)(1).
Records are used for management and payroll purposes for approval
and documentation of employees' attendance and use of leave.
These records, or information therefrom, may be disclosed as a
routine use to:
1. Finance Board personnel having a need for access to perform
their official functions.
2. Another federal agency for payroll purposes.
3. The Department of Labor when processing a claim for compensation
regarding a job connected injury or illness.
4. A state unemployment compensation office regarding a claim.
5. The appropriate agency, whether federal, state, or local, where
there is an indication of a violation, or potential violation of law,
whether civil, criminal, or regulatory in nature, charged with the
responsibility of investigating or prosecuting such violation or
implementing the statute, rule, regulation, or order issued pursuant
thereto.
6. The appropriate person in the event that information in the
record system is needed in the course of presenting evidence to a
court, magistrate, or administrative tribunal.
7. The OPM or the General Accounting Office (GAO) when the
information is required for evaluation of leave administration.
8. The General Services Administration in connection with its
responsibilities for records management.
9. A congressional office in response to an inquiry from the
congressional office made at the request of the subject individual.
None.
Records are maintained in file folders.
[[Page 46121]]
Records are filed alphabetically by name.
Files are kept in areas that are locked after business hours.
Access is limited to Finance Board personnel having a need for access
to perform their official functions.
Records are retained indefinitely.
Associate Director, Office of Human Resources, Federal Housing
Finance Board, 1777 F Street, NW, Washington, DC 20006.
An individual may inquire as to whether this system contains a
record pertaining to him or her by directing a request to Executive
Secretary, Federal Housing Finance Board, 1777 F Street, NW,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for access to a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street, NW,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for amendment of a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street, NW,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
The subject individual and Finance Board employees who approve
leave applications.
None.
FHFB-2
General Travel and Transportation Files.
None.
Federal Housing Finance Board, 1777 F Street NW, Washington, DC
20006.
Current and former Finance Board employees.
Records consist of travel vouchers, petty cash forms, and
supporting documentation.
12 U.S.C. 1422b(a)(3), 41 CFR part 101-41.
Records document payment for travel expenses of Finance Board
employees incurred in the performance of their official functions.
These records, or information therefrom, may be disclosed as a
routine use to:
1. Finance Board personnel having a need for access to perform
their official functions.
2. Internal agency auditors and auditors of the GAO.
3. The appropriate agency, whether federal, state, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation or potential violation of law or charged with
enforcing or implementing the statute, or rule, regulation or order
issued pursuant thereto, in the event that information in this record
system indicates a violation or potential violation of law, whether
civil, criminal or regulatory in nature, and whether arising by general
statute or particular program statute, or by regulation, rule or order
issued pursuant thereto.
4. The appropriate person in the event that information in this
record system is needed in the course of presenting evidence to a
court, magistrate, or administrative tribunal.
5. A federal, state, or local agency maintaining civil, criminal or
other relevant enforcement information or other pertinent information,
such as current licenses, if necessary to obtain information relevant
to a decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
6. A federal agency, in response to its request, in connection with
the hiring or retention of an employee, the issuance of a security
clearance, the reporting of an investigation of an employee, the
letting of a contract, or the issuance of a license, grant, or other
benefit by the requesting agency, to the extent that the information is
relevant and necessary to the requesting agency's decision on the
matter.
7. A congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
None.
Records are contained in file folders.
Records are filed alphabetically by name.
Files are kept in areas that are locked after business hours.
Access is limited to Finance Board personnel having a need for access
to perform their official functions.
Records are retained for two years and then destroyed.
Associate Director, Office of Human Resources, Federal Housing
Finance Board, 1777 F Street NW., Washington, DC 20006.
An individual may inquire as to whether this system contains a
record pertaining to him or her by directing a request to Executive
Secretary, Federal Housing Finance Board, 1777 F Street NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for access to a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street, NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for amendments of a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street, NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
The subject individual.
None.
FHFB-3
Administrative Grievance Files.
None.
[[Page 46122]]
Federal Housing Finance Board, 1777 F Street, NW., Washington, DC
20006.
Current and former Finance Board employees who have filed a
grievance pursuant to the agency's administrative grievance procedures.
Records contain documents related to the grievances, including the
written grievance filed by the employee, statements of witnesses,
records, the report of a hearing if one is held, the report of a fact
finder when fact-finding is used, statements made by the parties to the
grievance, and the agency's decision.
5 CFR part 771.
Records document grievance proceedings brought pursuant to the
Finance Board's administrative grievance procedures.
These records, or information therefrom, may be disclosed as a
routine use:
1. To Finance Board personnel having a need for access to perform
their official functions.
2. In litigation to respond to process issued under authority of a
court of competent jurisdiction and to parties or complainants, their
representatives, and impartial referees, examiners, administrative
judges, or other decisionmakers in proceedings under the Finance
Board's administrative grievance procedures, Equal Employment
Opportunity procedures, Merit Systems Protection Board, or similar
procedures.
3. To request information from a federal, state, or local agency or
private individual if necessary to obtain information relevant to a
Finance Board decision within the purposes of this system of records.
4. To the appropriate agency, whether federal, state, local or
foreign, charged with the responsibility of investigating or
prosecuting a violation or potential violation of law or charged with
enforcing or implementing the statute, or rule, regulation or order
issued pursuant thereto, in the event that information in this record
system indicates a violation or potential violation of law, whether
civil, criminal or regulatory in nature, and whether arising by general
statute or particular program statute, or by regulation, rule or order
issued pursuant thereto.
5. A federal, state, or local agency maintaining civil, criminal or
other relevant enforcement information or other pertinent information,
such as current licenses, if necessary to obtain information relevant
to a decision concerning the hiring or retention of an employee, the
letting of a contract, or the issuance of a grant or other benefit.
6. A congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of that individual.
None.
Records are contained in file folders.
Records are filed alphabetically by name.
Files are kept in areas that are locked after business hours.
Access is limited to Finance Board personnel having a need for access
to perform their official functions.
Records are destroyed five years after closure of a case.
Personnel Security Officer, Office of Human Resources, Federal
Housing Finance Board, 1777 F Street, NW., Washington, DC 20006.
An individual may inquire as to whether this system contains a
record pertaining to him or her by directing a request to Executive
Secretary, Federal Housing Finance Board, 1777 F Street, NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for access to a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street, NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for amendments of a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street, NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
The subject individual, Finance Board personnel records, and
statements and testimony of witnesses and related correspondence.
None.
FHFB-4
Federal Home Loan Bank Directors Financial Disclosure Records.
None.
Federal Housing Finance Board, 1777 F Street, NW., Washington, DC
20006.
Current and former members of the boards of directors of the 12
Federal Home Loan Banks (Banks).
Records contain: (1) Information describing the financial
relationships, as defined in 12 CFR 931.30, of current and former
members of the boards of directors of the Banks; and (2) certifications
of eligibility by current and former members of the boards of directors
of the Banks.
12 U.S.C. 1427(a), (b), (d).
Records are collected to determine whether Bank directors are in
compliance with applicable statutory and regulatory eligibility
requirements.
Records, or information therefrom, may be disclosed as a routine
use to Finance Board personnel having a need for access to perform
their official functions.
None.
Records are contained in file folders.
Records are filed alphabetically by name.
[[Page 46123]]
Files are kept in areas that are locked after business hours.
Access is limited to Finance Board personnel having a need for access
to perform their official functions.
Records are retained for three years or until the subject
individual leaves office as a FHLBank director, whichever is longer.
Associate Director, District Banks Secretariat, Federal Housing
Finance Board, 1777 F Street, NW, Washington, DC 20006.
An individual may inquire as to whether this system contains a
record pertaining to him or her by directing a request to Executive
Secretary, Federal Housing Finance Board, 1777 F Street, NW,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for access to a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street, NW,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for amendment of a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street NW, Washington,
DC 20006, in accordance with the procedures set forth in 12 CFR part
909.
The subject individual.
None.
FHFB-5
Finance Board Director Financial Disclosure Records.
None.
Federal Housing Finance Board, 1777 F Street NW., Washington, DC
20006.
Current and former members of the Board of Directors of the Finance
Board.
12 U.S.C. 1422a(b)(2)(C).
Records are collected to determine whether Finance Board Directors
are in compliance with applicable statutory and regulatory eligibility
requirements.
Records, or information therefrom, may be disclosed as a routine
use to Finance Board personnel having a need for access to perform
their official functions.
None.
Records are contained in file jackets.
Records are filed alphabetically by name.
Records are stored in a safe secured by a combination lock. Access
is limited to Finance Board personnel having a need for access to
perform their official functions.
Records are retained for seven years and then destroyed.
Designated Agency Ethics Official, Federal Housing Finance Board,
1777 F Street NW., Washington, DC 20006.
An individual may inquire as to whether this system contains a
record pertaining to him or her by directing a request to Executive
Secretary, Federal Housing Finance Board, 1777 F Street NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for access to a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for amendment of a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
The subject individual.
None. FHFB-6
Board of Directors.
None.
Federal Housing Finance Board, 1777 F Street, NW, Washington, DC
20006.
Current and former members of the Board of Directors of the Finance
Board.
Records contain photographs and biographies of current and former
members of the Board of Directors of the Finance Board.
12 U.S.C. 1422a(b)(1).
Records are used to provide information to the press and other
interested persons or agencies.
Records, or information therefrom, may be disclosed as a routine
use to:
1. The press and other interested persons or agencies.
2. Finance Board personnel having a need for access to perform
their official functions.
None.
Records are contained in file jackets.
Records are filed alphabetically by name.
Files are kept in areas that are locked after business hours.
Access is limited to Finance Board personnel having a
[[Page 46124]]
need for access to perform their official functions.
Records are transferred to the National Archives two years after a
Finance Board Director leaves office.
Director, Office of Public Affairs, Federal Housing Finance Board,
1777 F Street, NW., Washington, DC 20006.
An individual may inquire as to whether this system contains a
record pertaining to him or her by directing a request to Executive
Secretary, Federal Housing Finance Board, 1777 F Street NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for access to a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for amendment of a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
The subject individual.
None.
FHFB-7
Agency Personnel Investigative Records.
None.
Federal Housing Finance Board, 1777 F Street NW., Washington, DC
20006.
Current and former Finance Board employees.
Records contain information relating to the subject individual,
including name, address, date and place of birth, Social Security
number, citizenship, residence, foreign travel and contacts, education,
personal references, organizational membership and security clearance
history, reports from commercial credit agencies, and personal security
investigative reports from either the OPM or the Federal Bureau of
Investigation.
5 U.S.C. 3301, 5 CFR parts 5, 731, 736, E.O. 10577.
Records are collected in order to make a determination as to the
suitability of the subject individual for federal employment. The
records are maintained in order to provide documentation, if necessary,
to OPM in order to support the Finance Board's determination of the
suitability of the subject individual for federal employment.
Records, or information therefrom, may be disclosed as a routine
use to:
1. Designated officers and employees of agencies, offices, and
other establishments in the executive, legislative, and judicial
branches of the federal government, having a need to evaluate
qualifications, suitability, and loyalty to the United States
government and/or a security clearance or access determination.
2. Designated officers and employees of agencies, offices, and
other establishments in the executive, legislative, and judicial
branches of the federal government, and the District of Columbia
government, when such agency, office, or establishment conducts an
investigation of the individual for purposes of granting a security
clearance, or for the purpose of making a determination of
qualifications, suitability, or loyalty to the United States
government, or access to classified information or restricted areas.
3. Designated officers and employees of agencies, offices, and
other establishments in the executive, judicial, or legislative
branches of the federal government, having the responsibility to grant
clearances, to make determination regarding access to classified
information or restricted areas, or to evaluated qualifications,
suitability, or loyalty to the United States government, in connection
with performance of a service to the federal government under a
contract or other agreement.
4. Intelligence agencies for use in intelligence activities;
5. Any source from which information is requested in the course of
an investigation, to the extent necessary to identify the individual,
inform the source of the nature and purpose of the investigation, and
to identify the type of information requested.
6. The federal, state, or local agency responsible for
investigating, prosecuting, enforcing, or implementing a statute, rule,
regulation, or order where there is an indication of a violation or
potential violation of civil or criminal law or regulation.
7. An agency, office or other establishment in the executive,
legislative, or judicial branches of the federal government, or the
District of Columbia government, in response to its request, in
connection with the hiring or retention of an employee, the issuance of
a security clearance, the conducting of a security or suitability
investigation of an individual, the classifying of jobs, the letting of
a contract, or the issuance of a license, grant, or other benefit by
the requesting agency.
8. Federal agencies as a data source for management information
through the production of summary descriptive statistics and analytical
studies in support of the functions for which the records are
maintained or for related studies.
9. A congressional office in response to an inquiry made at the
request of that individual.
10. In litigation before a court or in an administrative proceeding
being conducted by a federal agency.
11. The National Archives and Records Administration for records
management inspections.
12. The Office of Management and Budget in connection with private
relief legislation.
13. Respond to a request for discovery or for appearance of a
witness.
14. The Merit Systems Protection Board, the Office of Special
Counsel, the Equal Employment Opportunity Commission, or the Federal
Labor Relations Authority, in connection with functions vested in those
agencies.
None.
The records are contained in file jackets and stored in a safe
secured by a combination lock.
Records are filed alphabetically by name.
[[Page 46125]]
Records are in the custody of the Personnel Security Officer and
are maintained in a safe secured by a combination lock. The room where
the records are stored is locked when not in use.
Records are retained until the subject individual terminates
employment at the Finance Board, at which time the records are sent to
the OPM.
Personnel Security Officer, Office of Human Resources, Federal
Housing Finance Board, 1777 F Street NW., Washington, DC 20006.
An individual may inquire as to whether this system contains a
record pertaining to him or her by directing a request to Executive
Secretary, Federal Housing Finance Board, 1777 F Street NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Requests for access to a record shall be directed to the Office of
Personnel Management, Federal Investigations Processing Center, FOI/PA,
Boyers, Pennsylvania 16018.
Requests for amendment of a record shall be directed to Executive
Secretary, Federal Housing Finance Board, 1777 F Street NW.,
Washington, DC 20006, in accordance with the procedures set forth in 12
CFR part 909.
Subject individual; police, military, or naval reports; former
employees; and references supplied to the Personnel Security Officer by
the subject individual.
Records contained in this system are exempt from disclosure,
pursuant to the provisions 5 U.S.C. 552a(k)(5), to the extent that
disclosure would reveal the identity of a source who furnished
information to the government under an express promise that the
identification of the source would be held in confidence, or, prior to
September 1, 1975, under an implied promise that the identity of the
source would be held in confidence.
Dated: August 28, 1995.
By the Federal Housing Finance Board.
Rita I. Fair,
Managing Director.
[FR Doc. 95-21849 Filed 9-1-95; 8:45 am]
BILLING CODE 6725-01-P