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Privacy Act System of Records - Passport Expiration Notification System (PENS) - EPA-72

Federal Register, Volume 81, Issue 147 (August 1, 2016)

System Name:

Passport Expiration Notification System (PENS)

System Location:

US EPA, 1200 Pennsylvania Ave. NW., Washington, DC 20460.

Categories of Individuals Covered by the System:

EPA International Travelers who apply for a no-fee passport for the purpose of conducting official government business in foreign countries.

Categories of Records in the System:

The passport holder's name, place of birth, passport number and issue and expiration dates.

Authority for Maintenance of the System (includes any revisions or amendments):

E.O. 11295 22 U.S.C. 211(a); 22 CFR 51.22(b).



The primary purpose of this system is to track the status of no-fee passports, including the issuance date, expiration date, and current location and to request and obtain country clearances for EPA staff traveling to foreign countries to conduct official government business.

Routine Uses of Records Maintained in the System, Including Categories of General Routine Uses applicable to more than one system and includes:​articles/​2008/​01/​14/​E8-445/​amendment-to-generalroutine-uses

Users, and the Purposes of Such Uses: General Routine Uses

A., C., E., J. and L apply to the system.

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


Electronic records are maintained in an electronic format. Passports are maintained in their physical format in a locked filing cabinet, in a locked room.


Records are retrieved by all or a part of the person's name, place of birth, and/or passport number.


Computer-stored information is protected in accordance with the Agency's security requirements. Access to the information in the system is limited to authorized Agency personnel who administer the program. No external access to the system is allowed. Paper files are kept in a locked filing cabinet in a locked room. Only accessed by three employees.

Retention and Disposal:

EPA Records Schedule 1010 NARA Disposal Authority: DAA-0412-2012 -0007-0003. Closed and returned to the Department of State when employee separates, retires, transfers to a new agency, or job duties no longer require international travel.

System Manager(s) and Address:

PENS Database Manager, Office of Management and International Services, Office of International and Tribal Affairs, (MD-2680R) 1200 Pennsylvania Ave. NW., Washington, DC 20460.

Notification Procedure:

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 EPA FOIA Office, Attn: Privacy Act Officer, MC 2822T, 1200 Pennsylvania Ave. NW., Washington, DC 20460.

Record Access Procedure:

Request for access must be made in accordance with the procedures described in EPA's Privacy Act regulations at 40 CFR part 16. Requesters will be required to provide adequate identification, such as a driver's license, employee identification or other identifying document.

Contesting Records Procedures:

Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete EPA Privacy Act procedures are described in EPA's Privacy Act regulations at 40 CFR part 16.

Record Source Categories:

Individual Passport applicants U.S. Department of State.

System Exempted from Certain Provisions of the Privacy Act:



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  • Passport Expiration Notification System (PENS) (PDF)(2 pp, 183 K, August 1, 2016, 81 FR 50494)
    Creation of a Privacy Act system of records for the Passport Expiration Notification System (PENS). The information collected in this system will be used for the purpose of requesting and obtaining country clearances for EPA staff traveling to foreign countries to conduct official government business. The information maintained in the system will be the passport holder's name, place of birth, passport number and passport issue and expiration date.