NARA Privacy Act Systems: NARA 36
SYSTEM NAME: Public Transit Subsidy Program (PTSP) Files.
SYSTEM LOCATION: The transit subsidy program files are maintained in the Office of Business Support Services (Facility and Property Management Division).
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: All NARA employees who have enrolled in the PTSP are covered by this system, including: Full-time employees; part-time employees; intermittent employees; temporary employees; and students.
CATEGORIES OF RECORDS IN THE SYSTEM: PTSP files contain information on NARA employees that is used to document the distribution of transportation subsidies. These files contain information submitted by both current and non-current participants on NA Form 6041, Application-Public Transit Subsidy Program, and NA Form 6041a, Expense Worksheet. They include: Name; email address; home address; last four digits of Social Security number; NARA unit; and NARA work phone number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 44 U.S.C. 2104 and Executive Order 13150
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains PTSP files on individuals in order to: Provide the Department of Transportation with the names, last four digits of Social Security numbers, and addresses of NARA employees who have enrolled in the PTSP or are members of qualified vanpools; and to verify employee compliance with the rules of the program. The routine use statements A, F, and H described in Appendix A, also apply to this system of records.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE: Paper forms (NA 6041, Application-Public Transit Subsidy Program) and electronic records.
RETRIEVABILITY: Information in the PTSP files may be retrieved by the individual's name.
SAFEGUARDS: During business hours, paper records are maintained in areas accessible only to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.
RETENTION AND DISPOSAL: Records in the PTSP files are temporary records and are destroyed in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.
SYSTEM MANAGER(S) AND ADDRESS: The system manager for PTSP files is the Executive for Business Support Services. The business address for this system manager is listed in Appendix B.
NOTIFICATION PROCEDURE: People interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B.
RECORD ACCESS PROCEDURES: People who wish to access their records should submit a request in writing to the NARA Privacy Act Officer at the address given in Appendix B.
CONTESTING RECORD PROCEDURES: NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR part 1202.
RECORD SOURCE CATEGORIES: PTSP file information is obtained from individuals who have furnished information to the NARA PTSP.