System name: MBTA Prepaid Pass Program Participants, HHS/RO1/ARD.
Security classification: None.
System location: HHS Office of Director for Administrative Support Center,
Room 2411, JFK Federal Building, Boston, Massachusetts 02203.
Categories of individuals covered by the system: Any HHS employee who
is participating in the MBTA Pass Program.
Categories of records in the system: Name, Department, SSN, Credit Union
Account Number, Type of Plan, and signature of employee.
Authority for maintenance of the system: Executive Order 011491.
To promote employee participation in the President's Energy Program.
Routine uses of records maintained in the system, including categories of
users and the purposes of such uses:
(a) Disclosure may be made to a congressional office from the record of an
individual in response to an inquiry from the congressional office made at the
request of that individual; and
(b) In the event of litigation where the defendant is (a) the Department, any
component of the Department, or any employee of the Department in his or
her official capacity; (b) the United States where the Department determines
that the claim, if successful, is likely to directly affect the operations of the
Department or any of its components; or (c) any Department employee in his
or her individual capacity where the Justice Department has agreed to
represent such employee, the Department may disclose such records as it
deems desirable or necessary to the Department of Justice to enable that
Department to present an effective defense, provided such disclosure is
compatible with the purpose for which the records were collected.
Policies and practices for storing, retrieving, accessing, retaining, and
disposing of records in the system:
Storage: 3 x 5 cards in file box.
Retrievability: By name.
Safeguards: Office doors locked during nonworking hours.
Retention and disposal: Kept as long as employee is a participant in the
Program. Cancellation cards are kept for six months after month cancelled;
System manager(s) and address: Secretary to Director for Administrative
Support Center HHS, Room 2411, JFK Federal Building, Boston, Massachusetts
Notification procedure: Address: Same as above. Identifying Information: Name,
Social Security Number (on a purely voluntary basis).
Record access procedures: Same as notification procedures. Requesters should
also reasonably specify the record contents being sought (These access
procedures are in accordance with Department Regulations (45 CFR 5b.5(a)(2))
Federal Register, October 8, 1975, page 47410.)
Contesting record procedures: Contact the official at the address specified
under notification procedures above, and reasonably identify the record and
specify the information to be contested and corrective action sought with
supporting justification. (These procedures are in accordance with Department
Regulations (45 CFR 5b.7) Federal Register, October 8, 1975, page 47411.)
Record source categories: Supplied by employee.
Systems exempted from certain provisions of the act: None.