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Privacy Act System of Records: EPA Personnel Emergency Contact Files, EPA-44

[excerpted from: Federal Register: October 1, 2001 (Volume 66, Number 190)]

System Name: EPA Personnel Emergency Contact Files.

System Location: Each Headquarters Office, Region, or other EPA facility may maintain emergency contact files. See the appendix for addresses of regional and other offices.

Categories of Individuals Covered by the System: EPA employees, contractors, and consultants, and emergency response personnel from other government agencies who may need to be contacted in case of an emergency.

Categories of Records in the System: Name, office location, scope of the record subject's responsibilities, home telephone number, home address, email address, pager number, cell phone number, and emergency contact person. Each office may collect a different set of information.

Authority for Maintenance of the System (includes any revisions or amendments): 42 U.S.C. 5121 et seq.; Executive Order 12656 (Nov. 18, 1989).

Purpose(s): To contact employees, contractors, consultants, and others in case of an emergency or other event that may require their assistance.

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 Federal, State, local, foreign, tribal, or other public authorities or to private companies or individuals involved with an emergency (or related exercise) that may require EPA assistance.

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

  • Storage: On paper or in a computerized database.

  • Retrievability: By employee name and responsibility.

  • 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 kept as long as the record subject is affiliated with EPA and has emergency responsibilities.

System Manager(s) and Address: Manager, Emergency Operations Center, Environmental Protection Agency, Ariel Rios Building, 1200 Pennsylvania Avenue NW, Washington, DC 20460. Emergency coordinators in regions and other offices may also be responsible for records.

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.

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