USAID-029: Deployment Tracking System (Deleted)

USAID–029

SYSTEM NAME:

Deployment Tracking System.

SECURITY CLASSIFICATION:

None.

SYSTEM LOCATION(S):

Records will be maintained at USAID, Director, Office of Civilian Response, 1300 Pennsylvania Ave., NW., RRB Suite 08.6, Washington, DC 20253.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

This system will contain records of current, planned, and former employees and contractors who choose to participate in the Civilian Response Corps.

CATEGORIES OF RECORDS IN THE SYSTEM:

This system will contain information relevant to the planning, administration, training, and management of CRC personnel. Categories of records include: Full name, date of birth, height/weight, hair/eye color, blood type, marital status, religion, citizenship, home address, home phone number, mobile phone number, personal e-mail address, emergency contact, next of kin, passport information, and driver license information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

National Security Presidential Directive 44, Supplemental Appropriations Bill for Fiscal Year 2008, H.R. 2642–7, and Foreign Assistance Act of 1961.

PURPOSE(S):

Records in this system will be used:

(1) To track operations of the hiring process;

(2) To monitor the deployment validation process;

(3) To identify and plan deployment teams;

(4) To assess and manage the deployment and logistics of team members;

(5) To notify, locate and mobilize individuals in a deployed area, as necessary during emergency or other threatening situation;

(6) To notify the designated emergency contact in case of a medical or other emergency involving an individual.

(7) To manage orientation, annual, specialized and pre-deployment training in preparation for projected deployments.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

These records are not disclosed to consumer reporting agencies. ROUTINE USE OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: In addition to USAID’s Statement of Routine uses, records in this system may be disclosed to:

(1) Any Federal Agency, Foreign Government or other entity participating in emergency response activities or providing assistance to USAID with an evacuation, medical emergency, any other crisis situation, or

(2) Any CRC partner agency to carry out activities in support of the mission of OCR and the CRC.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Records are stored in electronic format. Paper copy will be shredded once electronic input is complete.

RETRIEVABILITY:

Records are retrievable by name, location or any other identifier listed in the categories of records cited above.

SAFEGUARDS:

Access to electronic records will be restricted to those individuals with a need to know. Users will use passwords to access the system. The electronic records will be protected by standard USAID information system security measures.

RETENTION AND DISPOSAL:

Records will be updated periodically to reflect changes and deleted or destroyed when their use is no longer required. OCR is requesting a National Archives and Records Administration (NARA) approved electronic records schedule.

SYSTEM MANAGER AND ADDRESS:

USAID, Director, Office of Civilian Response, 1300 Pennsylvania Ave., NW., RRB Suite 08.6, Washington, DC 20253.

NOTIFICATION PROCEDURES:

Individuals requesting notification of the existence of records on them must send the request in writing to the USAID Chief Privacy Officer, 1300 Pennsylvania Ave. NW., RRB Suite 2.12–003, Washington, DC 20253. The request must include the requestor’s full name, his/her current address and a return address for transmitting the information. The request must be notarized and reasonably specify the record contents being sought.

RECORD ACCESS PROCEDURES:

Individuals requesting access to a record maintained on them must address the request to the USAID Chief Privacy Officer as described in ‘‘Notification Procedures’’ above.

CONTESTING RECORD PROCEDURES:

Individuals requesting amendment of a record maintained on them must identify the information to be changed and the corrective action sought. Requests must be sent to the USAID Chief Privacy Officer as described in ‘‘Notification Procedures’’ above.

RECORD SOURCE CATEGORIES:

The records contained in this system will be provided by and updated by the individual who is the subject of the record.

EXEMPTIONS CLAIMED FOR THE SYSTEM:

None.