Freedom of Information Act (FOIA)

NARA Privacy Act Systems: NARA 36

NARA 36 System name: Public Transportation Benefit Program Files.

System location: The transportation benefit program files are maintained in the following locations in the Washington, DC, area and other geographical regions. The addresses for these locations are listed in Appendix B following the NARA Notices: (1) The Facilities and Materiel Management Services Division (NAF); (2) Presidential libraries, projects, and staffs; and (3) Regional records services facilities.

Categories of individuals covered by the system: All NARA employees who have enrolled in the Public Transit Subsidy Program (PTSP) are covered by this system, including: full-time employees; part-time employees; intermittent employees; and temporary employees and students.

Categories of records in the system: The public transportation benefit program files contain information on NARA employees that is used to document the distribution of transportation subsidies. These files contain information submitted on NA Form 6041, Application-Public Transit Subsidy Program, by both current and non-current participants and include: name; home address; social security number; NARA unit; and NARA work phone number. In addition, files may contain vouchers and other forms used to document the disbursement of subsidies.

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 transportation benefit program files on individuals in order to: provide the Department of Transportation with the names, social security numbers, and addresses of NARA employees who have enrolled in the Public Transit Subsidy Program or are members of qualified vanpools; and to verify employee compliance with the rules of the program. The routine use statements A and F, described in Appendix B following the NARA notices, also applies to this system.

Storage: Paper forms (NA 6041, Application-Public Transit Subsidy Program; NA Form 6042-Authorization for Third Party Pickup-Public Transit Subsidy Program) and electronic records.

Retrievability: Information in the public transportation benefit program files may be retrieved by the name of the individual.

Safeguards: During business hours, paper records are maintained in area accessible to authorized NARA personnel. Electronic records are accessible to authorized personnel via passwords from terminals located in attended offices. 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 public transportation benefit program files are temporary records and are destroyed in accordance with the disposition instructions in the NARA records schedule contained in FILES 203, 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 the transportation benefit program files in the Washington, DC, area is the PTSP Manager in NAF. Local PTSP managers are designated for the Presidential libraries and regional records services facilities. The address for this location is listed in Appendix B following the NARA Notices.

Notification procedure: Individuals interested in inquiring about their records should notify the NARA Privacy Act Officer at the address listed in Appendix B following the NARA notices.

Record access procedures: Individuals who wish to gain access to their records should submit their request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

Contesting record procedures: NARA rules for contesting the contents and appealing initial determinations are found in 36 CFR part 1202.

Record source categories: Information in the public transportation benefit program files is obtained from individuals who have furnished information to the NARA PTSP.

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