COMMERCE/DEPT-10

System name:

Executive Correspondence Files--COMMERCE/DEPT-10.

System location:

a. For Office of the Secretary correspondence: Executive Secretariat and Office of Information Management (Computer Services Division); U.S. Department of Commerce; 14th & Constitution Avenue, NW., Washington, DC 20230.

b. For EDA correspondence: Executive Secretariat, EDA, Room 7227, 14th and Constitution Avenue, NW., Washington, DC 20230.

c. For MBDA correspondence: MBDA Secretariat, Room 5083, 14th and Constitution Avenue, NW., Washington, DC 20230.

d. For NOAA correspondence: Executive Secretariat, Office of the Administrator, NOAA, Room 5807, 14th and Constitution Avenue, NW., Washington, DC 20230. Records on magnetic tape are also temporarily located at the contractor's installation: Dialcom Inc., 1104 Spring Street, Silver Spring, MD 20910.

e. For PTO correspondence: Office of the Commissioner of Patents and Trademarks, U.S. Patent and Trademark Office, 2021 Jefferson Davis Highway, Arlington, Virginia 22202.

Categories of individuals covered by the system:

(a) Individuals who correspond with the Secretary of Commerce, and the Deputy Secretary, and individuals whose correspondence has been referred by the White House, other Executive agencies or Members of Congress to the Secretary or Deputy Secretary for response.

(b) Individuals who correspond with top level officials in EDA, MBDA, NOAA, and PTO. In these categories the individuals include only those who express views or seek information or assistance. Freedom of Information Act or Privacy Act requests are not indexed in this system (See Freedom of Information and Privacy Request Records--COMMERCE/ DEPT-5).

Categories of records in the system:

The system may include the name and address or correspondent, summary of subject matter, original correspondence, official response, referral letters, memoranda or notes concerning the subject of the correspondence, or copies of any enclosures. The records in the system are arranged numerically by control number assigned to each item of correspondence.

Authority for maintenance of the system:

5 U.S.C. 301 and 44 U.S.C. 3101.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

Used by personnel in the Office of the Secretary, Executive Secretariat, and administrative offices of each operating unit of the Department to assure that each request receives an appropriate and timely reply and to prepare statistical reports for management on correspondence volume or topics of public interest. Information from or copies of the records may be provided to the original addresses of the original correspondence. General routine uses of the Prefatory Statement also apply.

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:

Maintained in paper form and on diskettes and magnetic tape.

Retrievability:

By agency responsibility, by control number, by correspondent's name, by subject, by addressee, by category of writer (e.g., Member of Congress, White House staff, Cabinet member, mayor, citizen) by category of correspondence, by Executive Secretariat analysts' identification code, by type of priority for response time, by date, or possibly by city and state of correspondent's address.

Safeguards:

Paper records, disk, and magnetic tape as stored in file cabinets on secured premises with access limited to personnel whose official duties require access.

Retention and disposal:

Records are disposed of in accord with the appropriate records disposition schedule approved by the Archivist of the United States.

System manager(s) and address:

For records at location a.: Director, Executive Secretariat, Office of the Secretary, U.S. Department of Commerce, Washington, DC 20230. for records at location b.: Chief, Executive Secretariat, EDA, Room 7227, 14th and Constitution Avenue NW., Washington, DC.

For records at location c.: Chief, MBDA Secretariat, Room 5083, 14th and Constitution Avenue NW., Washington, DC 20230. For records at location d.: Director, Executive Secretariat, Office of the Administrator, National Oceanic and Atmospheric Administration, Washington, DC 20230. For records at location e.: Commissioner of Patents and Trademarks, U.S. Patent and Trademark Office, 2021 Jefferson Davis Highway, Arlington, Virginia 22202.

Notification procedure:

Record access procedures:

Request for access and disclosures should be addressed to the same address as stated in the Notification section above.

Contesting record procedures:

The Department's rules for access, for contesting contents, and for appealing initial determination by the individual concerned appear in 15 CFR part 4b. Requests for correction should be addressed to manager as shown above.

Record source categories:

The correspondent, referral source, Department employees involved in processing the correspondence, and other individuals, as required to prepare an appropriate response.