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Privacy Act System of Records: EPA Credential Information Records, EPA-23

[excerpted from: Federal Register: February 22, 2002 (Volume 67, Number 36)]

System Name: EPA Credential Information Records.

System Location: Office of Inspector General credential records: Office of the Inspector General, Environmental Protection Agency, Ariel Rios Building, 1200 Pennsylvania Avenue NW, Washington, DC 20460; All other credential records: Security and Property Management Branch, Facilities Management and Services Division, Environmental Protection Agency, Ariel Rios Building, 1200 Pennsylvania Avenue NW, Washington, DC 20460.

Categories of Individuals Covered by the System: EPA employees who are required to carry credentials that identify the bearer as having the authority to act in an official enforcement, inspection, or investigative capacity.

Categories of Records in the System: This system contains all or part of the following information: Name of individual, title, grade, position, location, credential number, expiration date, date issued, status.

Authority for Maintenance of the System (includes any revisions or amendments): Federal Property and Administrative Services Act of 1949, 40 U.S.C. 486(c).

Purpose(s): To issue official EPA credentials to designated Agency employees who are required to carry credentials to identify them as having the authority to act in an official enforcement, inspection, or investigative capacity; to maintain a record of all holders of credentials, for renewal and recovery of expired credentials, and to identify lost or stolen credentials.

Routine Uses of Records Maintained in the System, Including Categories of Users, and the Purposes of Such Uses: General routine uses A, E, F, G, H, and K apply to this system. Records may also be disclosed:

  1. To any person in response to a request to verify the credentials of an EPA employee.

Policies and Practices For Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:

  • Storage: File folders and computer database.

  • Retrievability: By name, credential number, or location of the data subject.

  • Safeguards: Computer records are maintained in a secure, password protected computer system. Paper records are maintained in lockable file cabinets. All records are maintained in secure, access-controlled areas or buildings.

  • Retention and Disposal: Records are destroyed three months after separation or revocation of credential.

System Manager(s) and Address: Office of Inspector General credential records: Assistant Inspector General for Management, Office of Inspector General, Environmental Protection Agency, Ariel Rios Building, 1200 Pennsylvania Avenue NW, Washington, DC 20460. All other credential records: Chief, Security and Property Management Branch, Environmental Protection Agency, Ariel Rios Building, 1200 Pennsylvania Avenue NW, Washington, DC 20460.

Notification Procedures: Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System Manager.

Access Procedure: Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification procedures may be required in some instances.

Contesting Procedure: Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete EPA Privacy Act procedures are set out in 40 CFR Part 16.

Record Source Categories: Record subjects and the offices preparing credentials.

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