GILS Record -- ED Privacy Act Systems

Title:
ED Privacy Act Systems

Originator:
U.S. Department of Education

Local Subject Term:
US Federal GILS

Abstract:
The U.S. Department of Education (ED) creates systems of records maintained on individuals, the descriptions of which are published in the Federal Register as required by the Privacy Act of 1974. These systems contain personally identifiable information about ED staff and people who have contact with ED. Examples of systems of records are mailing lists, time and attendance records, grievance files. The categories of information that each description of a Privacy Act system contains includes the system name, number, and location; security classification; categories of individuals covered by the system; categories of records in the system; authority for maintenance of the system; purpose(s); routine use of records maintained in the system; policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system; storage; retrievability; safeguards; retention and disposal; the name and address of the system manager; procedures for notification, access, and contesting the records; record source categories; and exemptions claimed for the system. By statute and on a biennial basis, the Office of the Federal Register compiles all Privacy Act Notices, revisions to Privacy Act systems, and agencies' rules that define procedures that agencies follow in helping individuals who request information about their records.

Purpose:
The Privacy Act of 1974 provides certain safeguards to an individual against an invasion of personal privacy. In compliance with the act, all systems containing name-retrievable records or records retrieved by personal identifier must be given public notice through the Federal Register prior to their collection. The Federal Register contains descriptions of all systems of records covered by the Privacy Act, agency recordkeeping policies and practices, and how individuals may gain access to their records. Each Privacy Act system of records has been developed for a distinct purpose which can be found in the description published in the Federal Register in the section "Purpose(s)" or "Routine uses of records maintained in the system."

Agency Program:
Federal Government agencies publish in the Federal Register descriptions of or revisions to their Privacy Act systems in compliance with the Privacy Act of 1974. (5 U.S.C. 552a).

Sources of Data:
Compiled and edited by the Office of the Federal Register using submissions of the agencies, bureaus, and departments of the Federal government.

Access Constraints:
Unrestricted. The Privacy Act Issuances, 1993 Compilation is unrestricted. The Privacy Act systems of records that are described in the compilation generally are restricted under the Privacy Act.

Use Constraints:
Unrestricted. The Privacy Act Issuances, 1993 Compilation has no use constraints. The Privacy Act systems of records that are described in the compilation generally may have use constraints.

Availability

Resource: Privacy Act Issuance, 1993 Compilation Online via GOP Access
Distributor Name: Superintendent of Documents; U.S. Government Printing Office (GPO)
Address: Mail Stop SDE
City: Washington
State: DC
ZIP Code: 20401
Country: USA
Telephone: 202-512-1530
Fax: 202-512-1262
Network Address: help@eids05.eids.gpo.gov
Hours: 7:00 a.m. - 5:00 p.m. EST M-F
Order Process: Available through the Internet free of charge or through dial-up access. There is no charge for using the phone line, but you may incur long distance charges.
Tec Requirements: Access to Internet and an http browser or telnet or WAIS client or access to a modem and telephone line.
Linkage: http://www.access.gpo.gov/su_docs/aces/PrivacyAct.shtml
telnet://swais.access.gpo.gov (login as "guest")
wais://wais.access.gpo.gov
asynchronous: 202-512-1661 (login as "guest")
Linkage Type: text/plain

Availability

Resource: Privacy Act Issuances, 1993 Compilation CD-ROM (stock no. 069-000-00059)
Distributor Name: New Orders; Superintendent of Documents; U.S. Government Printing Office (GPO)
Address: P.O. Box 371954
City: Pittsburgh
State: PA
ZIP Code: 15250-7954
Country: USA
Telephone: 202-512-1800
Fax: 202-512-2230
Network Address: No network address.
Hours: 7:00 a.m. - 5:00 p.m. EST M-F
Order Process: The CD-ROM is available on one disk for $28.00. All orders must be prepaid. Methods of payment include check, money order, GPO Deposit Account, VISA, or MasterCard.

Availability

Resource: The Federal Register Online via GPO Access (for information post-1993).
Distributor Name: Superintendent of Documents; U.S. Government Printing Office (GPO)
Address: Mail Stop SDE
State: Washington
ZIP Code: 20401
Country: USA
Telephone: 202-512-1530
Fax: 202-512-1262
Network Address: help@eids05.eids.gpo.gov
Hours: 7:00 a.m. - 5:00 p.m. EST M-F
Order Process: To identify Privacy Act systems developed or revised since December, 1993, one must search the Federal Register volumes 59 (1994), 60 (1995), and 61 (1996). These volumes of the Federal Register are available through the Internet free of charge or through dial-up access. (They are also available in paper and on microfiche, see availability statement below.) There is no charge for using the phone line, but you may incur long distance charges.
Tec Requirements: Access to Internet and an http browser or telnet or WAIS client or access to a modem and telephone line.
Linkage: http://www.access.gpo.gov/su_docs/aces/aaces002.html
telnet://swais.access.gpo.gov (login as "guest")
wais://wais.access.gpo.gov
asynchronous: 202-512-1661 (login as "guest")
Linkage Type: text/plain
Linkage Type: application/pdf

Availability

Resource: The Federal Register in Print and Microfilm
Distributor Name: New Orders; Superintendent of Documents; U.S. Government Printing Office (GPO)
Address: P.O. Box 371954
City: Pittsburgh
State: PA
Country: USA
Telephone: 202-512-1800
Fax: 202-512-2230
Network Address: No network address
Hours: 7:00 a.m. - 5:00 p.m. EST M-F
Order Process: To identify Privacy Act systems developed or revised since December, 1993, one must search the Federal Register volumes 59 (1994), 60 (1995), and 61 (1996). The Federal Register is available in paper, microfiche, and two volumes are available online (see availability statement above). All orders must be prepaid. Methods of payment include MasterCard, VISA, GPO Deposit Account, check or money order.

Point of Contact for Further Information

Name: Chiquitta Thomas
Organization: Information Management Group; U.S. Department of Education
Street Address: 400 Maryland Avenue, SW
City: Washington
State: DC
ZIP Code: 20202
Country: USA
Network Address: chiquitta.thomas@ed.gov
Hours of Service: 8:30 am - 5:00 pm EST M-F
Telephone: 202-708-9265
Fax: 202-708-9346

Schedule Number:
Not applicable.

Control ID:
ED0011

Record Source:
U.S. Department of Education; Office of the Chief Information Officer

Date of Last Modification:
1997 12 16

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This page last updated on November 24, 1998 (lvb).