COMMERCE/DEPT-5

System name:

Freedom of Information and Privacy Request Records--COMMERCE/DEPT-5.

System location:

Categories of individuals covered by the system:

Individuals who have requested records under the Freedom of Information and/or Privacy Acts contained in files maintained by the organizational units shown in the System Location paragraph above.

Categories of records in the system:

Incoming requests; correspondence developed during processing of requests; initial and final determination letters; records summarizing pertinent facts about requests and action taken; copy or description of records released; description of records denied (copies of records denied are not kept with these files).

Authority for maintenance of the system:

5 U.S.C. 301, 5 U.S.C. 552, 5 U.S.C. 552a 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 Department management and legal personnel to assure that each request receives an appropriate reply and to compile data for the required annual reports on activities under the Acts. General routine uses of the 1- 5, 9, 12, and 13 of the Prefatory Statement also apply.

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

Storage:

At all locations: Paper records in file folders or loose-leaf binders.

Retrievability:

At location b.: By control number assigned to each request based on date of receipt.

At all other locations: Alphabetically by name of requester.

Safeguards:

At all locations: Privacy Act request records are stored in file cabinets in secured premises with access limited to those whose official duties require access. Freedom of Information request records are generally available to the public.

Retention and disposal:

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

System manager(s) and address:

Notification procedure:

For records at locations a., b., c., d., and f.: Same individual and address for each as shown in System Manager section above. For records at location e.: Privacy Officer, NTIA, same address as shown in System Manager section above. Requestor should provide name and address pursuant to the inquiry provisions of the Department's rules which appear in 15 CFR part 4b.

Record access procedures:

Requests from individuals should be addressed to same address as stated in the Notification section above.

Contesting record procedures:

The Department's rules for access, for contesting contents, and appealing initial determinations by the individual concerned appear in 15 CFR part 4b. Use above address.

Record source categories:

The individual making the request, and records derived from the processing of Freedom of Information and Privacy Act requests.