A r c h i v e d  I n f o r m a t i o n

Secretary's Communications Control System

DEPARTMENT OF EDUCATION

18-01-01

System name:
Secretary's Communications Control System.

Security classification:
None.

System location:

Categories of individuals covered by the system:
This system contains records about individuals who have contacted the Secretary, Deputy Secretary, Senior Officers or other officials of the Department for whom the Department controls responses.

Categories of records in the system:
This system includes the following types of records: (1) The official correspondence files of each principal office within the Department, and where applicable, a principal office's component office, specifically the hard copies of official documents and electronic images of certain incoming and outgoing documents; (2) control information from the Secretary's, Deputy Secretary's, Senior Officers' and other officials' correspondence that include a subject narrative, the name of the organization drafting the response and the type of action required from the Department; and (3) records of responses to some telephone inquiries where officials determine that a written response should be controlled.

Authority for maintenance of the system:
5 U.S.C. 301.

Purpose(s):
This system of records is maintained to account for the correspondence received by the Department, including correspondence regarding individual concerns and complaints regarding programs administered by the Secretary.

Routine uses of records maintained in the system, including categories of users and the purpose of such uses:
The Department of Education (Department) may disclose information contained in a record in this system of records under the routine uses listed in this system of records without the consent of the individual if the disclosure is compatible with the purpose for which the record was collected. These disclosures may be made on a case-by- case basis or, if the Department has complied with the computer matching requirements of the Act, under a computer matching agreement.

1. Government and Privacy Organization Disclosure. The Department may disclose records to governmental entities and private organizations as necessary to resolve complaints, provide guidance, respond to requests for documents and information, and address concerns regarding those entities and organizations.
2. Congressional Disclosure. The Department may disclose records to a member of Congress from the record of an individual in response to an inquiry from the member made at the written request of that individual. The member's right to the information is no greater than the right of the individual who requested it.
3. Litigation and Alternative Dispute Resolution (ADR) Disclosures.
1. Introduction. In the event that one of the parties listed below is involved in litigation or ADR, or has an interest in litigation or ADR, the Department may disclose certain records to the parties described in paragraphs (b), (c) or (d) of this routine use under the conditions specified in those paragraphs:
   1. The Department of Education, any component of the Department; or
   2. Any Department employee in his or her official capacity; or
   3. Any Department employee in his or her individual capacity if the Department of Justice (DOJ) has agreed to provide or arrange for representation for the employee; or
   4. Any Department employee in his or her official capacity where the agency has agreed to represent the employee; or
   5. The United States where the Department determines that the litigation is likely to affect the Department or any of its components.
2. Disclosure to the DOJ. If the Department determines that disclosure of certain records to the DOJ is relevant and necessary to litigation or ADR, the Department may disclose those records as a routine use to the DOJ.
3. Administrative Disclosure. If the Department determines that disclosure of certain records to an adjudicative body before which the Department is authorized to appear, an individual or entity designated by the Department or otherwise empowered to resolve or mediate disputes is relevant and necessary to the administrative litigation, the Department may disclose those records as a routine use to the adjudicative body, individual, or entity.
4. Parties, counsels, representatives and witnesses. If the Department determines that disclosure of certain records to a party, counsel, representative or witness in litigation or an administrative proceeding in which the Department has an interest is relevant and necessary to the litigation or proceeding, the Department may disclose those records as a routine use to the party, counsel, representative or witness.

Disclosures to consumer repoting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b) (12): The Department may disclose to a consumer reporting agency information regarding a claim by the Department which is determined to be valid and overdue as follows: (1) The name, address, taxpayer identification number and other information necessary to establish the identity of the individual responsible for the claim; (2) the amount, status and history of the claim; and (3) the program under which the claim arose. The Department may disclose the information specified in this paragraph under 5 U.S.C. 552a(b)(12) and the procedures contained in subsection 31 U.S.C. 3711(e). A consumer reporting agency to which these disclosures may be made is defined at 31 U.S.C. 3701(a)(3).

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:
The records are maintained in hard copy filed in standard file cabinets; those stored electronically are located on computer disks and on backup media.

Retrievability:
Files are indexed and retrievable by subject, name of the individual or by the document's control number that is assigned at the time the correspondence is logged into the Department.

Safeguards:
All physical access to the Department of Education sites are controlled and monitored by security personnel who check each individual entering the building for his or her employee or visitor badge. During working hours, direct access to the file cabinets is limited to authorized staff. During non-working hours, the rooms in which the file cabinets are located are locked and only those individuals with access to those rooms can access the hard copies of records.
The computer systems employed by the Department of Education offer a high degree of resistance to tampering and circumvention.

Retention and disposal:
Hard copy records are transferred to the Washington National Records Center one year after cutoff then transferred to the National Archives and Records Administration 10 years after cutoff. Control records on computer are stored indefinitely. Electronic images are retained based on regular records disposal or retention policies identical to hard copies.

System manager(s) and address:

Notification procedure:
If you wish to determine whether a record exists regarding you in this system of records, contact the system manager at the address listed in the Appendix at the end of this system notice. You should indicate your name, the date of the subject documents and reasonable description of the subject matter of the issue involved. Your request must meet the requirements of the regulations at 34 CFR 5b.5, including proof of identity.

Record access procedures:
To gain access to records regarding you in this system of records, follow the Notification Procedure described above. Your request must meet the requirements of the regulations at 34 CFR 5b.5, including proof of identity.

Contesting record procedures:
If you wish to contest the content of a record regarding you in this system of records, contact the system manager at the address listed in the Appendix at the end of this system notice, and reasonably identify the record and specify the information to be contested. Your request must meet the requirements of the regulations at 34 CFR 5b.7.

Record source categories:
Records are derived from documents addressed to or by the Secretary, the Deputy Secretary, Senior Officials or other officials of the Department.

System exempted from certain provisions of the act:
None.

Additional System Locations and System Managers

Director, Office of the Executive Secretariat, Office of the Secretary

U.S. Department of Education, 400 Maryland Avenue, SW., Room 7C114
Washington, DC 20202.

Management Analyst, Office of Chief Financial and Chief Information Office

U.S. Department of Education, 400 Maryland Avenue, SW., Room 4E213
Washington, DC 20202.

Supervisor, Management and Program Analyst, Office for Civil Rights

U.S. Department of Education, 330 C Street, SW., Room 5026
Washington, DC 20202.

Staff Assistant, Office of the Deputy Secretary

U.S. Department of Education, 400 Maryland Avenue, SW., Room 7W210
Washington, DC 20202.

Program Management Analyst, Office of Educational Research and Improvement

U.S. Department of Education, 555 New Jersey Avenue, NE., Room 602
Washington, DC 20202.

Policy Coordinator Analyst, Office of Elementary and Secondary Education

U.S. Department of Education, 400 Maryland Avenue, SW., Room 3W337
Washington, DC 20202.

Operations Officer, Office of General Counsel

U.S. Department of Education, 400 Maryland Avenue, SW., Room 6E353
Washington, DC 20202.

Staff Assistant, Office of Intergovernmental and Interagency Affairs

U.S. Department of Education, 400 Maryland Avenue, SW., Room 5E317
Washington, DC 20202.

Director, Congressional Affairs, Office of Legislation and Congressional Affairs

U.S. Department of Education, 400 Maryland Avenue, SW., Room 7E301
Washington, DC 20202.

Director, Office of Management

U.S. Department of Education, 400 Maryland Avenue, SW., Room 2W300
Washington, DC 20202.

Deputy Director, Office of Public Affairs

U.S. Department of Education, 400 Maryland Avenue, SW., Room 7E231
Washington, DC 20202.

Management and Program Analyst, Office of Postsecondary Education

U.S. Department of Education, 400 Maryland Avenue, SW., Room 4082
Washington, DC 20202.

Customer Service Specialist, Office of Special Education and Rehabilitative Services

U.S. Department of Education, 400 Maryland Avenue, SW., Room 3113
Washington, DC 20202.

Executive Secretariat Liaison, Office of Vocational and Adult Education

U.S. Department of Education, 400 Maryland Avenue, SW., Room 4090
Washington, DC 20202.