[Federal Register: March 15, 2002 (Volume 67, Number 51)]
[Notices] 
[Page 11816-11841]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr15mr02-135] 


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COURT SERVICES AND OFFENDER SUPERVISION AGENCY FOR THE DISTRICT OF 
COLUMBIA


Privacy Act of 1974; Notice of New Systems

Pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C. 
552a), the Court Services and Offender Supervision Agency for the 
District of Columbia (CSOSA) gives notice that it proposes to establish 
the following new systems of records for itself and for the Pretrial 
Services Agency, an independent entity within CSOSA.
Public Affairs File (CSOSA-1). Information in this system relates 
to matters for which the Office of Legislative, Intergovernmental and 
Public Affairs has responsibility pursuant to 5 U.S.C. 301. 
Responsibilities include handling and responding to inquiries from 
Congress, the DC City Council and the news media. This system covers 
records relating to Congressional inquiries relating to CSOSA and its 
employees (identified in the system description below).
Background Investigation (CSOSA-2). Information in this system 
relates to matters for which the Security Office has responsibility 
pursuant to Executive Order 10450 and 5 CFR parts 5, 731, 732 and 736. 
Responsibilities include providing investigatory information for 
employee suitability determinations to include FBI and name checks. 
This system covers records relating to CSOSA employee background checks 
(identified in the system description below).
Employee Credential System (CSOSA-3). Information in this system 
relates to matters for which Management and Administration has 
responsibility pursuant to 5 U.S.C. 301. Responsibilities include 
providing investigatory information for employee suitability 
determinations. This system covers records relating to issuance of 
CSOSA employee credentials (identified in the system description 
below).
Proximity Card System (CSOSA-4). Information in this system relates 
to matters for which Management and Administration has responsibility 
pursuant to 5 U.S.C. 301. Responsibilities include providing security 
determinations for agency employees. This system covers records 
relating to CSOSA employee access to agency offices.
Budget System (CSOSA-5). Information in this system relates to 
matters for which Management and Administration has responsibility 
pursuant to 5 U.S.C. 301. Responsibilities include providing payroll 
projections for budget purposes. This system covers records relating to 
CSOSA payroll and budget projections and to track employees by 
organizations within CSOSA (identified in the system description 
below).
Payroll and Leave Records (CSOSA-6). Information in this system 
relates to matters for which Human Resources Management has 
responsibility pursuant to 5 U.S.C. 301 and 44 U.S.C. 3101. 
Responsibilities include providing personnel management services to the 
agency. This system covers records relating to CSOSA employee name and 
other personal identifying information as well as salaries, leave 
balances, withholdings and financial allotments (identified in the 
system description below).
Time and Attendance Records (CSOSA-7). Information in this system 
relates to matters for which Human Resources Management has 
responsibility pursuant to 5 CFR, part 630. Responsibilities include 
maintaining time and attendance reports, leave slips and audit reports 
on agency employees. This system covers records relating to CSOSA 
employee time and attendance, leave category, leave balances and 
organization code.
Training Management System (CSOSA-8). Information in this system 
relates to matters for which Human Resources Management has 
responsibility pursuant to 5 U.S.C. 301. Responsibilities include 
providing training to agency employees. This system covers records 
relating to CSOSA employee training, class schedules and attendance.
Supervision Offender Case File (CSOSA-9). Information in this 
system relates to matters for which Community Supervision Services has 
responsibility pursuant to the National Capital Revitalization and 
Self-Government Improvement Act of 1997, Public Law 105-33 and 5 U.S.C. 
301. Responsibilities include providing supervision for individuals 
sentenced as District of Columbia offenders who are under parole and/or 
probation supervision. This system covers records relating to, for 
example, risk/needs assessment, supervision documentation and case 
management (identified in the system description below).
Pre-sentence Investigations (CSOSA-10). Information in this system 
relates to matters for which Community Supervision Services has 
responsibility pursuant to the National Capital Revitalization and 
Self-Government Improvement Act of 1997, Public Law 105-33 and 5 U.S.C. 
301. Responsibilities include providing the sentencing judge with 
criminal and social history investigations on defendants. This system 
covers records relating to defendants sentenced in the District of 
Columbia Superior Court (identified in the system description below).
Supervision & Management Automated Record Tracking (SMART) (CSOSA-
11). Information in this system relates to matters for which CSOSA has 
responsibility pursuant to the National Capital Revitalization and 
Self-Government Improvement Act of 1997, Public Law 105-33 and 5 U.S.C. 
301. Responsibilities include providing supervision for individuals 
sentenced as District of Columbia offenders who are under parole and/or 
probation supervision. This system covers records relating to, for 
example, risk/needs assessment, supervision documentation and case 
management (identified in the system description below).
Recidivism Tracking Database (CSOSA-12). Information in this system 
relates to matters for which Community Supervision Services has 
responsibility pursuant to 5 U.S.C. 301. Responsibilities include 
providing community relations and partnerships and treatment 
management. This system covers records relating to offenders' 
employment in the community (identified in the system description 
below).
Freedom of Information-Privacy Acts System (CSOSA-13). Information 
in this system relates to matters for which the Office of the General 
Counsel has responsibility pursuant to 5 U.S.C. 552 and 552a. 
Responsibilities include providing legal representation and legal 
advice, ethics advice and processing of FOIA/PA requests for agency 
records. This system covers records relating to CSOSA FOIA/PA requests 
and responses (identified in the system description below).
Employment Profile Database (CSOSA-14). Information in this system 
relates to matters for which Community Justice Programs has 
responsibility pursuant to 5 U.S.C. 301. Responsibilities include 
providing community relations and partnerships and treatment 
management. This system covers records relating to offenders employment 
in the community (identified in the system description below).
Substance Abuse Treatment Database (CSOSA-15). Information in this 
system relates to matters for which Community Supervision Services has 
responsibility pursuant to 5 U.S.C. 301. Responsibilities include 
providing community relations and partnerships and treatment 
management. This system

[[Page 11817]]

covers records relating to offender substance abuse treatment 
(identified in the system description below).
Screener Database (CSOSA-16). Information in this system relates to 
matters for which Community Justice Programs has responsibility 
pursuant to 5 U.S.C. 301. Responsibilities include providing community 
relations and partnerships and treatment management. This system covers 
records relating to offender risk assessments (identified in the system 
description below).
Office of Professional Responsibility Record (OPR) (CSOSA-17). 
Information in this system relates to matters for which the Office of 
Professional Responsibility has oversight pursuant to 5 U.S.C. 301. 
Responsibilities include auditing, inspecting and investigating agency 
programs and employee misconduct and preventing waste, fraud and abuse 
in agency programs. This system covers records relating to CSOSA OPR 
investigations of staff misconduct (identified in the system 
description below).
Sex Offender Registry (CSOSA-18). Information in this system 
relates to matters for which Community Supervision Services has 
responsibility pursuant to the National Capital Revitalization and 
Self-Government Improvement Act of 1997, Public Law 105-33, section 
11231-11234 and section 11271-11280. Responsibilities include sex 
offender registration and sentencing commission issues for individuals 
sentenced as District of Columbia offenders. This system covers records 
relating to, for example, sex offender registration (identified in the 
system description below).
Drug Free Workplace Program (CSOSA-19). Information in this system 
relates to matters for which Management and Administration has 
responsibility pursuant to Executive Order 12564. Responsibilities 
include providing finance and budget information as well as security 
information for employee suitability determinations. This system covers 
records relating to CSOSA employee and applicant drug testing 
(identified in the system description below).
Automated Bail Agency Database (ABA DABA) (CSOSA/PSA-1). 
Information in this system relates to matters for which PSA has 
responsibility pursuant the National Capital Revitalization and Self-
Government Improvement Act of 1997, Public Law 105-33, section 11231-
11234 and section 11271-11280, 5 U.S.C. 301 and D.C. Code 23, sections 
1301-1309. Responsibilities include supervision and monitoring of 
defendants on pretrial release. This system covers records relating to 
District of Columbia defendants charged with federal and local 
misdemeanor and felony charges (identified in the system description 
below).
Drug Test Management System (DTMS) (CSOSA/PSA-2). Information in 
this system relates to matters for which PSA has responsibility 
pursuant the National Capital Revitalization and Self-Government 
Improvement Act of 1997, Public Law 105-33, section 11231-11234 and 
section 11271-11280, 5 U.S.C. 301 and D.C. Code 23, sections 1301-1309. 
Responsibilities include supervision and monitoring of defendants on 
pretrial release. This system covers records relating to District of 
Columbia defendants charged with federal and local misdemeanor and 
felony charges (identified in the system description below).
Interview and Treatment Files (CSOSA/PSA-3). Information in this 
system relates to matters for which PSA has responsibility pursuant the 
National Capital Revitalization and Self-Government Improvement Act of 
1997, Public Law 105-33, section 11231-11234 and section 11271-11280, 5 
U.S.C. 301 and D.C. Code 23, sections 1301-1309. Responsibilities 
include supervision and monitoring of defendants on pretrial release. 
This system covers records relating to District of Columbia defendants 
charged with federal and local misdemeanor and felony charges 
(identified in the system description below).
Payroll Files (CSOSA/PSA-4). Information in this system relates to 
matters for which the PSA Human Resources has responsibility pursuant 
to 5 U.S.C. 301 and 44 U.S.C. 3101. Responsibilities include providing 
personnel management services to the agency. This system covers records 
relating to PSA employee name and other personal identifying 
information as well as salaries, leave balances, withholdings and 
financial allotments (identified in the system description below).
Time and Attendance Files (CSOSA/PSA-5). Information in this system 
relates to matters for which the PSA Human Resources has responsibility 
pursuant to 5 CFR, Part 630. Responsibilities include maintaining time 
and attendance reports, leave slips and audit reports on agency 
employees. This system covers records relating to PSA employee time and 
attendance, leave category, leave balances and organization code.
Pretrial, Probation and Parole Realtime Information Systems Manager 
(PRISM) (CSOSA/PSA-6). Information in this system relates to matters 
for which PSA has responsibility pursuant the National Capital 
Revitalization and Self-Government Improvement Act of 1997, Public Law 
105-33, section 11231-11234 and section 11271-11280, 5 U.S.C. 301 and 
D.C. Code 23, sections 1301-1309. Responsibilities include supervision 
and monitoring of defendants on pretrial release. This system covers 
records relating to District of Columbia defendants charged with 
federal and local misdemeanor and felony charges and municipal and 
traffic violations (identified in the system description below).
A rule document promulgating exemptions for these systems appears 
in the Proposed Rules Section of today's Federal Register.
Title 5 U.S.C. 552a(e)(4) and (11) provide that the public be 
provided a 30-day period in which to comment on the routine uses of a 
new system; the Office of Management and Budget (OMB), which has 
oversight responsibilities under the Act, requires that it be given a 
40-day period in which to review the system.
Therefore, please submit any comments by April 15, 2002. The 
public, OMB and Congress are invited to send written comments to Renee 
Barley, FOIA Officer, Office of the General Counsel, Court Services and 
Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 
20004.
In accordance with Privacy Act requirements, CSOSA has provided a 
report on the proposed systems to OMB and Congress.

Dated: March 7, 2002.
Jasper Ormond,
Interim Director, Court Services and Offender Supervision Agency.

Court Services and Offender Supervision Agency for the District of 
Columbia (Including Pretrial Services Agency)

Table of Contents

CSOSA-1--Public Affairs File.
CSOSA-2--Background Investigation.
CSOSA-3--Employee Credential System.
CSOSA-4--Proximity Card System.
CSOSA-5--Budget System.
CSOSA-6--Payroll and Leave Records.
CSOSA-7--Time and Attendance Records.
CSOSA-8--Training Management System.
CSOSA-9--Supervision Offender Case File.
CSOSA-10--Pre-sentence Investigations.
CSOSA-11--Supervision & Management Automated Record Tracking.
CSOSA-12--Recidivism Tracking Database.
CSOSA-13--Freedom of Information-Privacy Act System.
CSOSA-14--Employment Profile Database.
CSOSA-15--Substance Abuse Treatment Database.
CSOSA-16--Screener Database.

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CSOSA-17--Office of Professional Responsibility Record.
CSOSA-18--Sex Offender Registry.
CSOSA-19 --Drug Free Workplace Program.
CSOSA/PSA-1--Automated Bail Agency Database.
CSOSA/PSA-2--Drug Test Management System.
CSOSA/PSA-3--Interview and Treatment Files.
CSOSA/PSA-4--Payroll Files.
CSOSA/PSA-5--Time and Attendance Files.
CSOSA/PSA-6--Pretrial, Probation and Parole Realtime Information 
Systems Manager.
CSOSA-1

SYSTEM NAME:
Public Affairs File.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, Office of 
Legislative, Intergovernmental and Public Affairs Division, 633 Indiana 
Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Members of the United States Congress and the District of Columbia 
(D.C.) City Council.

CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Inquiries from Members of Congress and D.C. City Council; (2) 
Replies to congressional and D.C. City Council inquiries.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
This system is maintained to provide a history of congressional and 
D.C. City Council inquiries. Also, to provide the capability to control 
and track correspondence to ensure a timely response and/or any other 
required action.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
Primary use of the system is limited to the Office of Legislative, 
Intergovernmental and Public Affairs staff and to officials who need 
access to perform official duties. Records in this system may be 
disclosed as follows:
A. Information permitted to be released to the news media and that 
may be made available unless it is determined that release of the 
specific information in the context of a particular case would 
constitute an unwarranted invasion of personal privacy.
B. Disclosure may be made to a congressional office or D.C. City 
Council member in response to an inquiry made at the request of an 
employee, contractor, vendor employed by or offender under supervision 
of CSOSA and/or PSA.
C. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, State, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
D. Information may be disclosed to officials and employees of any 
Federal agency which requires information relevant to an agency 
decision concerning the hiring, appointment or retention of an 
employee; the issuance of a security clearance; the execution of a 
security or suitability investigation or the classification of a job.
E. Information may be disclosed in a proceeding before an 
administrative forum, including Ad Hoc forums, which may or may not 
include an Administrative Law Judge, and which may or may not convene 
public hearings/proceedings, or to other established adjudicatory or 
regulatory agencies, e.g., the Merit Systems Protection Board, the 
Federal Labor Relations Authority, or other agencies with similar or 
related statutory responsibilities, where necessary to adjudicate 
decisions affecting individuals who are employed by CSOSA or PSA and/or 
who are covered by this system, including (but not limited to) 
decisions to effect any necessary remedial actions, e.g., debt 
collection activity, disciplinary and/or other appropriate personnel 
actions, and/or other law enforcement related actions, where 
appropriate.
F. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information in this system is stored manually in file jackets in 
hardcopy (paper copies).

RETRIEVABILITY:
Information is arranged and retrieved alphabetically by the name of 
the congressional staff member or D.C. City Council member.

SAFEGUARDS:
Information is stored in file cabinets in secured offices or in 
guarded buildings, and accessed only by authorized, screened personnel.

RETENTION AND DISPOSAL:
Records in this system are retained and disposed of in accordance 
with General Records Schedule 12.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Office of Legislative, Intergovernmental and 
Public Affairs, Court Services and Offender Supervision Agency, 633 
Indiana Avenue, NW., Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORD ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual who corresponded with the agency. Requesters should also 
reasonably specify the record contents being sought. The address is the 
same as indicated in the Notification procedure.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
Information is derived from the incoming and outgoing 
correspondence from congressional and/or D.C. City Council members and 
CSOSA and/or PSA.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None. Although no exemption has been claimed for this system of 
records, certain information may be duplicative of records contained in 
another system of records which may have an exemption. In those 
circumstances, the exemption will still apply.
CSOSA-2

SYSTEM NAME:
Background Investigation.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, Management and 
Administration Division, 633 Indiana Avenue, NW., Washington, DC 20004

[[Page 11819]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The two systems (Background Investigation Files and Background 
Investigation Database) maintain records on: (1) Current and former 
employees of CSOSA; (2) Current or former contract employees; and (3) 
Applicants for employment with CSOSA.

CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Records containing investigative material compiled solely for 
the purpose of determining suitability, eligibility or qualifications 
for Federal civilian employment; (2) FBI and other agency name checks.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 10450 and 5 CFR parts 5, 731, 732 and 736.

PURPOSE(S):
To provide investigatory information for determinations concerning 
compliance with Federal personnel regulations and for individual 
personnel determinations including suitability and fitness for Federal 
employment, access and security clearances and evaluations of 
qualifications for performance of contractual services for the Court 
Services and Offender Supervision Agency.

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 or D.C. City 
Council member(s) in response to an inquiry made at the request of an 
employee or contractor employed by CSOSA.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
C. Information may be disclosed to officials and employees of any 
Federal agency which requires information relevant to an agency 
decision concerning the hiring, appointment or retention of an 
employee; the issuance of a security clearance; the execution of a 
security or suitability investigation or the classification of a job.
D. Relevant information may be disclosed in a proceeding before an 
administrative forum, including Ad Hoc forums, which may or may not 
include an Administrative Law Judge, and which may or may not convene 
public hearings/proceedings, or to other established adjudicatory or 
regulatory agencies, e.g., the Merit Systems Protection Board, the 
Federal Labor Relations Authority, or other agencies with similar or 
related statutory responsibilities, where necessary to adjudicate 
decisions affecting individuals who are employed by CSOSA and who are 
covered by this system, including (but not limited to) decisions to 
effect any necessary remedial actions, e.g., debt collection activity, 
disciplinary and/or other appropriate personnel actions, and/or other 
law enforcement related actions, where appropriate.
E. To any source from which information is requested in the course 
of an investigation, to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation and to identify the type of information requested.
F. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
G. To disclose information to contractors, grantees, experts, 
consultants or volunteers performing or working on a contract, service 
or job for CSOSA.
H. To disclose information to consumer reporting agencies to obtain 
commercial credit reports.
I. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosure to consumer reporting agencies under subsection (b)(12) 
of the Privacy Act. Disclosure may be made from this system to consumer 
reporting agencies as defined in the Debt Collection Act of 1982 (31 
U.S.C. 3701 (a)(3)) or the Fair Credit Reporting Act (15 U.S.C. 
1681a(f)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The information is maintained manually in file jackets in hardcopy 
(paper copies) and electronically.

RETRIEVABILITY:
Information is arranged and retrieved alphabetically by the name of 
the employee, applicant or contractor.

SAFEGUARDS:
The information is stored in GSA approved security containers, 
which use GP-1 combination locks in a guarded building. Electronic 
information is stored on a computer which is password protected in a 
locked office.

RETENTION AND DISPOSAL:
Records in this system are retained and disposed of in accordance 
with General Records Schedule 18.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Management and Administration, Court Services 
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, 
DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004. The Director of 
the Court Services and Offender Supervision Agency has exempted this 
system from the provisions of 5 U.S.C. 552a (e)(4)(G).

RECORD ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual and provide at least two items of identification (date of 
birth, employee identification number, dates of employment or similar 
information). The address is the same as indicated in the Notification 
procedures. The Director of the Court Services and Offender Supervision 
Agency has exempted this system from the provisions of 5 U.S.C. 552a 
(e)(4)(H).

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
The information provided or verified by applicants or employees 
whose files are on record as authorized, information obtained from 
current and former employers, co-workers, neighbors, acquaintances, 
educational records and instructors, and police and credit record 
checks. The Director of the Court Services and Offender Supervision 
Agency has exempted this system from the provisions of 5 U.S.C. 552a 
(e)(4)(I).

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the 
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system 
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to 
subsections (j),

[[Page 11820]]

(k)(1) and (k)(2). Rules have been promulgated in accordance with the 
requirements of 5 U.S.C. 553 (b), (c) and (e) and have been published 
in the Federal Register.
CSOSA-3

SYSTEM NAME:
Employee Credential System.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency (CSOSA), Management 
and Administration Division, 633 Indiana Avenue, NW., Washington, DC 
20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current or former employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
The system maintains a record of each employee issued an agency 
credential with badge or medallion.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
The information is used to maintain a record of each individual 
issued an agency credential as well as the accountability of each badge 
and medallion.

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 member or staff in 
response to an inquiry made at the request of an employee employed by 
CSOSA.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
C. Information may be disclosed to officials and employees of any 
Federal agency which requires information relevant to an agency 
decision concerning the hiring, appointment or retention of an 
employee; the issuance of a security clearance; the execution of a 
security or suitability investigation or the classification of a job.
D. Relevant information may be disclosed in a proceeding before an 
administrative forum, including Ad Hoc forums, which may or may not 
include an Administrative Law Judge, and which may or may not convene 
public hearings/proceedings, or to other established adjudicatory or 
regulatory agencies, e.g., the Merit Systems Protection Board, the 
Federal Labor Relations Authority, or other agencies with similar or 
related statutory responsibilities, where necessary to adjudicate 
decisions affecting individuals who are employed by CSOSA and who are 
covered by this system, including (but not limited to) decisions to 
effect any necessary remedial actions, e.g., debt collection activity, 
disciplinary and/or other appropriate personnel actions, and/or other 
law enforcement related actions, where appropriate.
E. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
F. Information permitted to be released to the news media and that 
may be made available unless it is determined that release of the 
specific information in the context of a particular case would 
constitute an unwarranted invasion of personal privacy.
G. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The information is stored on a stand-alone computer system in a 
room which is protected by a control access device.

RETRIEVABILITY:
Information is retrieved by the name and/or social security number 
of the employee.

SAFEGUARDS:
See storage procedures above.

RETENTION AND DISPOSAL:
Records in this system are retained and disposed of in accordance 
with General Records Schedule 18.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Management and Administration, Court Services 
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, 
DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual and provide at least two items of identification (date of 
birth, employee identification number or similar information). The 
address is the same as indicated in the notification procedures.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
The information is provided by employees of CSOSA.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CSOSA-4

SYSTEM NAME:
Proximity Card System.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, Management and 
Administration Division, 633 Indiana Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
(1) Current and former employees and (2) current or former contract 
employees.

CATEGORIES OF RECORDS IN THE SYSTEM:
The system contains the name and proximity card number for each 
current or former employee or contractor.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
The information is used to track each individual issued an agency 
proximity card and their associated access control level, as well as 
the accountability of each card. Also used to ensure the physical 
security of the employee and work environment.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
A. To provide information to a congressional member from the record

[[Page 11821]]

of an individual in response to an inquiry from that congressional 
member made at the request of the employee or contractor.
B. To disclose to other government agencies and to the public 
whether an individual is a current employee of CSOSA.
C. To disclose information to another Federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a Federal agency when the government is a 
party to the judicial or administrative proceeding.
D. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
E. Information may be disclosed to officials and employees of any 
Federal agency which requires information relevant to an agency 
decision concerning the hiring, appointment or retention of an 
employee; the issuance of a security clearance; the execution of a 
security or suitability investigation or the classification of a job.
F. Relevant information may be disclosed in a proceeding before an 
administrative forum, including Ad Hoc forums, which may or may not 
include an Administrative Law Judge, and which may or may not convene 
public hearings/proceedings, or to other established adjudicatory or 
regulatory agencies, e.g., the Merit Systems Protection Board, the 
Federal Labor Relations Authority, or other agencies with similar or 
related statutory responsibilities, where necessary to adjudicate 
decisions affecting individuals who are employed by CSOSA and who are 
covered by this system, including (but not limited to) decisions to 
effect any necessary remedial actions, e.g., debt collection activity, 
disciplinary and/or other appropriate personnel actions, and/or other 
law enforcement related actions, where appropriate.
G. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
H. To disclose information to contractors, grantees, experts, 
consultants or volunteers performing or working on a contract, service 
or job for CSOSA.
I. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The information is maintained manually in file jackets in hardcopy 
(paper copies) and electronically.

RETRIEVABILITY:
Information is retrieved by the name and/or identification number 
of the individual.

SAFEGUARDS:
The information is stored on a computer system that is password 
protected and located in a room with limited access.

RETENTION AND DISPOSAL:
The information is retained and disposed of in accordance with 
General Records Schedule 18.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Management and Administration, Court Services 
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, 
DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual and provide at least two items of identification (date of 
birth, employee identification number, dates of employment or similar 
information). The address is the same as indicated in the Notification 
procedures.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
The information provided or verified by employees whose files are 
on record as authorized and information obtained from current and 
former employers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CSOSA-5

SYSTEM NAME:
Budget System.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, Management and 
Administration Division, 633 Indiana Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former employees of CSOSA.

CATEGORIES OF RECORDS IN THE SYSTEM:
The system maintains a record of each individual employed by the 
agency. Each record contains the name, social security number, position 
title, salary and benefits of the individual.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
The information is used to make payroll projections for budget 
purposes and to track employees by organization within CSOSA.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
A. To provide information to a congressional member from the record 
of an individual in response to an inquiry from that congressional 
member made at the request of the employee or contractor.
B. To disclose information to another Federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a Federal agency when the government is a 
party to the judicial or administrative proceeding.
C. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
D. Information may be disclosed to officials and employees of any 
Federal agency which requires information relevant to an agency 
decision concerning the hiring, appointment or retention of an 
employee; the issuance of a security clearance; the execution of a 
security or suitability investigation or the classification of a job.
E. To the appropriate Federal, state, local, foreign or other 
public authority

[[Page 11822]]

responsible for investigating, prosecuting, enforcing or implementing a 
statute, rule, regulation, or order where CSOSA becomes aware of an 
indication of a violation or potential violation of civil or criminal 
law or regulation.
F. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The information is stored on a personal computer which is password 
protected.

RETRIEVABILITY:
The information can be retrieved by the name and/or personal 
identifier of the employee.

SAFEGUARDS:
The information is maintained on a server with limited access by 
user-ID and password.

RETENTION AND DISPOSAL:
The information is retained and disposed of in accordance with 
General Records Schedule 2.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Management and Administration, Court Services 
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, 
DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual and provide at least two items of identification (date of 
birth, employee identification number, dates of employment or similar 
information). The address is the same as indicated in the Notification 
procedures.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
The information provided by employees and information obtained from 
current and former employers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CSOSA-6

SYSTEM NAME:
Payroll and Leave Records.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, 633 Indiana Avenue, 
NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former employees of CSOSA.

CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information relating to the individual's 
name, social security number, age, sex, marital status, appointment, 
tenure, employment status and occupation series. These records also 
contain data as of the year to date and the most recent pay period with 
regard to leave earned, used and balances, withholdings and allotments 
to financial institutions.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301; 44 U.S.C. 3101; 5 CFR 550.

PURPOSE(S):
Document employee salary, tax and related information and to track 
and document employee leave transfers, reinstatements and other leave 
issues.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
A. To provide information to a congressional member or D.C. City 
Council member from the record of an individual in response to an 
inquiry from that congressional member made at the request of the 
employee or contractor.
B. To disclose information to another Federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a Federal agency when the government is a 
party to the judicial or administrative proceeding.
C. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
D. Information may be disclosed to officials and employees of any 
Federal agency which requires information relevant to an agency 
decision concerning the hiring, appointment or retention of an 
employee; the issuance of a security clearance; the execution of a 
security or suitability investigation or the classification of a job.
E. Relevant information may be disclosed in a proceeding before an 
administrative forum, including Ad Hoc forums, which may or may not 
include an Administrative Law Judge, and which may or may not convene 
public hearings/proceedings, or to other established adjudicatory or 
regulatory agencies, e.g., the Merit Systems Protection Board, the 
Federal Labor Relations Authority, or other agencies with similar or 
related statutory responsibilities, where necessary to adjudicate 
decisions affecting individuals who are employed by CSOSA and who are 
covered by this system, including (but not limited to) decisions to 
effect any necessary remedial actions, e.g., debt collection activity, 
disciplinary and/or other appropriate personnel actions, and/or other 
law enforcement related actions, where appropriate.
F. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
G. To disclose to the Office of Personnel Management in accordance 
with the agency's responsibility for evaluation and oversight of 
Federal personnel management.
H. To provide a copy of an employee's Department of the Treasury 
Form W-2, Wage and Tax Statement, to the state, city or other local 
jurisdiction which is authorized to tax the employee's compensation. 
The record will be provided in accordance with a withholding agreement 
between the state, city or other jurisdiction and the Department of the 
Treasury pursuant to 5 U.S.C. 5516, 5517 or 5520, or in response to a 
written request from an appropriate official of the taxing 
jurisdiction. The request must include a copy of the applicable statute 
or ordinance authorizing the taxation of compensation and should 
indicate whether the authority of the jurisdiction to tax their 
employee is based on a place

[[Page 11823]]

of residence, place of employment or both.
I. To disclose information to the Department of Agriculture, 
National Finance Center to effect distribution of pay according to 
employee directions and other authorized purposes.
J. Release information to the Internal Revenue Service (IRS). 
Information contained in the system may be disclosed to the IRS to 
obtain taxpayer mailing addresses for the purpose of locating such 
taxpayer to collect or compromise a Federal claim against the taxpayer.
K. Information directly related to the identity of debtors and the 
history of claims contained in the system of records may be disclosed 
to consumer reporting agencies for the purpose of encouraging repayment 
of overdue debts. Such disclosures will be made only when a claim is 
overdue and only after due process steps have been taken to notify the 
debtor and give him or her a chance to meet the terms of the debt.
L. Information may be released about debtors to the U.S. Treasury 
or other Federal employers in order to effect salary or administrative 
offsets. Information contained in the system of records may be 
disclosed to an employer in order to effect salary or administrative 
offsets to satisfy a debt owed the United States by that person. Such 
disclosures will be made only when all procedural steps established by 
the Debt Collection Act have been taken.
M. To disclose information to contractors, grantees, experts, 
consultants or volunteers performing or working on a contract, service 
or job for CSOSA.
N. Information may be disclosed to the General Accounting Office 
during a records management audit or inspection pursuant to GAO's audit 
authority.
O. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosure to consumer reporting agencies under subsection (b)(12) 
of the Privacy Act. Disclosure may be made from this system to consumer 
reporting agencies as defined in the Debt Collection Act of 1982 (31 
U.S.C. 3701 (a)(3)) or the Fair Credit Reporting Act (15 U.S.C. 
1681a(f)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is stored in individual folders or on computer.

RETRIEVABILITY:
Information is retrieved by the name or personal identifier of the 
individual.

SAFEGUARDS:
This information is maintained on either a password protected 
computer or filed in a locked file cabinet in a private office.

RETENTION AND DISPOSAL:
Information is maintained and disposed of in accordance with 
General Records Schedule 2.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Office of Human Resources, Court Services and 
Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 
20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual and provide at least two items of identification (date of 
birth, employee identification number, dates of employment or similar 
information). The address is the same as indicated in the Notification 
procedures.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
(1) Individuals who are current or former employees of the agency; 
(2) information obtained from current and former employers; (3) 
National Finance Center.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CSOSA-7

SYSTEM NAME:
Time and Attendance Records.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, 633 Indiana Avenue, 
NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former employees of CSOSA.

CATEGORIES OF RECORDS IN THE SYSTEM:
Time and attendance reports, leave slips and audit reports which 
contain the name, social security number, grade, leave category, leave 
balances and organization code.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 CFR part 630.

PURPOSE(S):
To provide control, reporting and accounting for employee leave.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
A. To provide information to a congressional member or D.C. City 
Council member from the record of an individual in response to an 
inquiry from that congressional member made at the request of the 
employee or contractor.
B. To disclose information to another Federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a Federal agency when the government is a 
party to the judicial or administrative proceeding.
C. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
D. Information may be disclosed to officials and employees of any 
Federal agency which requires information relevant to an agency 
decision concerning the hiring, appointment or retention of an 
employee; the issuance of a security clearance; the execution of a 
security or suitability investigation or the classification of a job.
E. Relevant information may be disclosed in a proceeding before an 
administrative forum, including Ad Hoc forums, which may or may not 
include an Administrative Law Judge, and which may or may not convene 
public hearings/proceedings, or to other established adjudicatory or 
regulatory agencies, e.g., the Merit Systems Protection Board, the 
Federal Labor Relations Authority, or other agencies with similar or 
related statutory responsibilities, where necessary to adjudicate 
decisions affecting

[[Page 11824]]

individuals who are employed by CSOSA and who are covered by this 
system, including (but not limited to) decisions to effect any 
necessary remedial actions, e.g., debt collection activity, 
disciplinary and/or other appropriate personnel actions, and/or other 
law enforcement related actions, where appropriate.
F. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
G. To disclose to the Office of Personnel Management in accordance 
with the agency's responsibility for evaluation and oversight of 
Federal personnel management.
H. To disclose information to the Department of Agriculture, 
National Finance Center to effect maintenance of leave.
I. To disclose information to contractors, grantees, experts, 
consultants or volunteers performing or working on a contract, service 
or job for CSOSA.
J. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The information is stored manually in individual folders. 
Electronic access to the information is maintained on a password 
protected computer.

RETRIEVABILITY:
Information is retrieved by the name of the individual employee.

SAFEGUARDS:
Information is either locked in a file cabinet or in offices that 
are locked.

RETENTION AND DISPOSAL:
Information is maintained and disposed of in accordance with 
General Record Schedule 2.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Office of Human Resources, Court Services and 
Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 
20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual and provide at least two items of identification (date of 
birth, employee identification number, dates of employment or similar 
information). The address is the same as indicated in the Notification 
procedures.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
(1) Current or former employee; (2) current or former Time and 
Attendance personnel; (3) current or former employer; (4) National 
Finance Center staff.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CSOSA-8

SYSTEM NAME:
Training Management System.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, 633 Indiana Avenue, 
NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former employees of the agency.

CATEGORIES OF RECORDS IN THE SYSTEM:
Records containing the type and dates of training programs for 
CSOSA employees.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
To track individual employees and their training history, class 
schedules, attendance and to ensure prerequisites have been met.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
A. Information is maintained to assist in performing the 
administrative functions of the Training and Career Development Office 
and is used to prepare class directories, class rosters and statistical 
reports.
B. To provide information to a congressional or D.C. City Council 
member from the record of an individual in response to an inquiry from 
that congressional or D.C. City Council member made at the request of 
the employee or contractor.
C. To disclose information to contractors, grantees, experts, 
consultants or volunteers performing or working on a contract, service 
or job for CSOSA.
D. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is stored manually in individual file folders and 
electronically.

RETRIEVABILITY:
Information is retrieved by the name of the individual.

SAFEGUARDS:
The manual records are maintained in locked file cabinets and the 
automated portion is maintained on a password-protected computer

RETENTION AND DISPOSAL:
Information is maintained and disposed of in accordance with 
General Records Schedule 1.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Office of Human Resources, 633 Indiana Avenue, 
NW., Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual and provide at least two items of identification (date of 
birth, employee identification number, dates of

[[Page 11825]]

employment or similar information). The address is the same as 
indicated in the Notification procedures.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
(1) Individuals who are now or were employees of the agency; (2) 
individuals from other Federal, state and local agencies, and (3) 
individuals from formally established schools who may train agency 
employees.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CSOSA-9

SYSTEM NAME:
Supervision Offender Case File.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, 633 Indiana Avenue, 
NW., Washington, DC 20004. See 28 CFR part 800, Appendix A for field 
office addresses.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and/or former District of Columbia offenders under parole, 
supervised release and/or probation supervision. These offenders were 
sentenced by the D.C. Superior Court.

CATEGORIES OF RECORDS IN THE SYSTEM:
The files may contain but are not limited to presentence 
information, sentencing information, institutional adjustment (parole 
only), treatment records, compliance orders, field notes, PD-163 
(police report), judgment and commitment orders, program reports, 
psychiatric reports, assessments, Parole Board and judicial decisions 
and post-release information to include risk assessment, substance 
abuse testing, referrals, offender reporting forms, progress and 
behavior reports and correspondence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
Information is maintained and used to determine risk/needs 
assessment, supervision documentation, case management and 
documentation of the offenders' compliance with release conditions.

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 or member or 
D.C. City Council member in response to an inquiry made at the request 
of a current or former offender under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation 
unless prohibited by 42 CFR part 2.
C. To any source from which information is requested in the course 
of an investigation, to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation and to identify the type of information requested unless 
prohibited by 42 CFR part 2.
D. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation unless prohibited by 42 CFR part 2.
E. To provide information source for contract or treatment 
facilities who provide services to offenders under CSOSA supervision to 
the extent necessary to accomplish their assigned duties unless 
prohibited by 42 CFR part 2.
F. To provide information relating to D.C. offenders to Federal, 
local and state courts, court personnel and probation officials to the 
extent necessary to accomplish their assigned duties unless prohibited 
by 42 CFR part 2.
G. To provide information to employers or prospective employers 
concerning an offender's criminal history and other pertinent 
information where there is a foreseeable risk of harm unless prohibited 
by 42 CFR part 2.
H. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906 
unless prohibited by 42 CFR part 2.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is stored manually in file folders.

RETRIEVABILITY:
Information can be retrieved by the name of the offender or by the 
DC Department of Corrections (DCDC) number.

SAFEGUARDS:
Information is maintained manually in file cabinets which are kept 
in locked offices.

RETENTION AND DISPOSAL:
Information will be maintained for 20 years after expiration of 
parole and/or probation supervision.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Community Supervision Services, Court Services 
and Offender Supervision Agency, 300 Indiana Avenue, NW., Room 2132, 
Washington, DC 20001.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004. The major part 
of this system is exempt from this requirement under 5 U.S.C. 552a(j).

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a(j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as Records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Offender; (2) Federal, state and local law enforcement 
agencies; (3) state and Federal probation agencies; (4) relatives, 
friends, and other community individuals; (5) evaluation, observations, 
and findings of agency staff and treatment staff; and (6) employers 
and/or social service agencies.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8), (f) and (g) of 
the Privacy Act pursuant to 5

[[Page 11826]]

U.S.C. 552a(j)(2). In addition, the system has been exempted from 
subsections (c)(3), (d) and (e)(1) pursuant to subsections (k)(1) and 
(k)(2). Rules have been promulgated in accordance with the requirements 
of 5 U.S.C. 553 (b), (c) and (e) and have been published in the Federal 
Register.
CSOSA-10

SYSTEM NAME:
Pre-sentence Investigations.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, 633 Indiana Avenue, 
NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and/or former District of Columbia offenders under parole 
and/or probation supervision. These offenders were sentenced in the 
D.C. Superior Court.

CATEGORIES OF RECORDS IN THE SYSTEM:
Files contain but are not limited to D.C. Superior Court 
information, offender information, details of the casework performed by 
CSOSA staff and a completed copy of the pre-sentence report 
(investigation).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
At the direction of a sentencing judge, criminal and social 
histories investigations of defendants are performed by staff to aid 
the judge in the disposition of the defendant's criminal case.

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 or D.C. City 
Council member in response to an inquiry made at the request of a 
current and/or former offender, supervised by CSOSA.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, local or foreign, which 
requires information relevant to a civil or criminal investigation.
C. To any source from which information is requested in the course 
of an investigation, to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation and to identify the type of information requested.
D. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
E. To provide information source for contract or treatment 
facilities who provide services to offenders under CSOSA supervision to 
the extent necessary to accomplish their assigned duties.
F. To provide information relating to D.C. defendants to Federal, 
local and state courts, court personnel and probation officials to the 
extent necessary to accomplish their assigned duties.
G. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is stored manually in individual file folders or 
electronically on password protected computers or on microfilm.

RETRIEVABILITY:
Information is retrieved by the name of the individual, case number 
assigned or police department identification (PDID) number.

SAFEGUARDS:
Information is kept in a locked file room with access by authorized 
personnel only.

RETENTION AND DISPOSAL:
Information will be maintained for 20 years after expiration of 
parole and/or probation supervision.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Community Supervision Services, Court Services 
and Offender Supervision Agency, 300 Indiana Avenue, NW., Room 2132, 
Washington, DC, 20001.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004. The major part 
of this system is exempt from this requirement under 5 U.S.C. 552a(j).

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a (j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as Records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Offender; (2) Federal, state and local law enforcement 
agencies; (3) state and Federal probation agencies; (4) relatives, 
friends, and other community individuals; (5) evaluation, observations 
and findings of agency staff and treatment staff; and (6) employers, 
schools (primary and secondary), colleges/universities, social agencies 
and public defenders.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8), (f) and (g) of 
the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the 
system has been exempted from subsections (c)(3), (d) and (e)(1) 
pursuant to subsections (k)(1) and (k)(2). Rules have been promulgated 
in accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) 
and have been published in the Federal Register.
CSOSA-11

SYSTEM NAME:
Supervision & Management Automated Record Tracking (SMART)

SECURITY CLASSIFICATION:
None

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, 633 Indiana Avenue, 
NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former offenders sentenced by the D.C. Superior Court 
and currently on parole and/or probation or supervised release.

CATEGORIES OF RECORDS IN THE SYSTEM:
1. Identification Data Records: Stores client's base record 
containing identification, socio-demographical and case status 
information (i.e., DCDC number, name, aliases, police department ID 
number, social security

[[Page 11827]]

number, date of birth, current location, full term date, parole/
probation/probation eligibility date, date of parole/probation or 
probation status, date off parole/probation or probation status.)
2. Substance Abuse Data Records: Stores substance abuse testing 
information on up to four illegal drugs for each client if applicable.
3. Release Data Records: Stores information on each time the client 
is released from D.C. Department of Corrections custody, if applicable.
4. Special Events Data Records: Stores special event information 
for each client while incarcerated through supervision until the 
sentence expires.
5. File Folder Tracking Data Records: Stores information on last 
time a client's case folder was checked out of the file room, by whom 
and for what reason.
6. Reports Received Data Records: Stores information on all reports 
received by the USPC and/or Superior Court except for Face Sheets, PV 
Face Sheets, Reports of Alleged Violations and Work Release Violations.
7. Work Release Violation Reports Data Records: Stores information 
on Work Release Violation reports received by the USPC and/or Superior 
Court.
8. Reports of Alleged Violations Data Records: Stores information 
on all Reports of Alleged Violations received by the USPC and/or 
Superior Court including date report prepared, and the state where 
alleged violations were committed.
9. Sentence Data Records: Stores information on new and updated 
Face Sheets (FS) received by the USPC and/or Superior Court including 
date update received, prepared, minimum aggregate sentence, maximum 
aggregate sentence, full term date, mandatory release/short term date 
parole/probation eligibility date, reason PED was changed, maximum 
supervision date.
10. Offense Data Record: Stores offense information listed on new 
Face Sheet received by the USPC and/or Superior Court including Court's 
case number, date sentenced, minimum sentence, maximum sentence, 
whether consecutive or concurrent sentence, type of sentence.
11. Detainer Data Records: Stores detainer information listed on 
Face Sheets received by the USPC and/or Superior Court including 
jurisdiction placing detainer, and the date detainer was logged.
12. Conduct Credit Data Records: Stores conduct credit information 
listed on Face Sheets received by the USPC and/or Superior Court 
including date started credit time, number of days credited, number of 
days forfeited, number of forfeited days restored, and remaining number 
of days balance.
13. Time Credit Data Records: Stores time credit information listed 
on new and updated Face Sheets received by the USPC and/or Superior 
Court including type of time credit, date time credit started, date 
time credit ended, and the number of days credited.
14. Parole/probation Violator Face Sheet Data Records: Stores 
information on Parole/probation Violator Face Sheets (PV-FS) received 
by the USPC and/or Superior Court including date PV-FS prepared, date 
PV-FS received, case number (assigned by the Court), full term date, 
mandatory release/short term date, maximum date of supervision, time 
owed, and the date warrant executed.
15. Hearing Calendar Data Records: Stores list of hearing and non-
hearing events scheduled for USPC Members and Hearing Examiners. 
Include name of hearing official, date of event, and the docket number.
16. Hearing Data Records: Stores information on each client's 
scheduled hearing. A record is added to the file each time a client is 
scheduled for a hearing. Includes hearing docket number, type of 
consideration, the hearing outcome, the hearing recommendation, date 
case into office docket, and the date case came out of office docket.
17. Non-Hearing Data Records: Stores information each time a case 
is presented to the USPC through a non-hearing docket. Includes non-
hearing docket number, date office docket prepared, date into office 
docket, date out of office docket, analyst who reviewed the case, type 
of consideration, outcome of the review, and the analyst's 
recommendation.
18. USPC and/or Superior Court Order Data Records: Stores USPC and/
or Superior Court Order information for every case presented to the 
USPC and/or Superior Court for review thru a hearing or non-hearing 
docket. A minimum of one record is added to the file per case per 
docket. Includes disposition, date USPC and/or Superior Court made 
decision, and any special conditions/instructions.
19. Conditions Data Records: Stores information on special 
conditions and instructions imposed by the USPC and/or Superior Court, 
or a Community Supervision officer.
20. Parole/probation Certificates Data Records: Stores information 
on parole/probation certificates issued by the USPC and/or Superior 
Court. Only one certificate can be issued per USPC and/or Superior 
Court Order. Includes hearing/non-hearing docket number, date 
certificate was issued, and the type of certificate issued.
21. Parole/probation Plan Data Records: Stores information on 
parole/probation plan requested and plan status. When the USPC and/or 
Superior Court grant parole/probation, a record is added to the file if 
the DCDC number does not already exist. Otherwise, the existing record 
is updated. Includes type of plan requested, date plan was requested, 
person requested plan, and the plan/report due date.
22. Case Assignment Data Records: Stores parole/probation 
supervision case assignment information for each client granted parole/
probation. When the USPC and/or Superior Court grant parole/probation, 
a record is added to the file if the DCDC number does not already 
exist. Otherwise, the existing record is updated. Includes parole/
probation supervision unit assigned, date parole/probation unit 
assigned, community supervision officer (CSO) assigned, date CSO 
assigned, CSO's phone number, and the supervision level assigned.
23. Field Contact Data Records: Stores field supervision 
information for scheduled and unscheduled contacts between parolee/
probationer and the CSO. Date CSO made contact. Includes type of 
contact, location where contact was established, and the purpose of 
contact.
24. Order to Appear for Revocation Data Records: Stores information 
on Orders to Appear for Revocation issued by the USPC and/or Superior 
Court on non-hearing cases presented for review. Includes date PDS 
issued OAR, hearing/non-hearing docket number, date PSS received OAR, 
date OAR sent to CSO, and the date served OAR returned to PDS.
25. OAR Contact Data Records: Stores information on attempts to 
service the OAR issued by the USPC and/or Superior Court.
26. Warrant Issued Data Records: Stores information on warrant 
issued by the USPC and/or Superior Court as a result of a Report of 
Alleged Violation.
27. Notice of Rights Data Records: Stores information on Notices Of 
Rights that must be served by the USPC and/or Superior Court as a 
result of a warrant being executed.
28. Housing Data Records: Stores residence information verified by 
parole/probation officers as part of a client's parole/probation plan 
and case supervision. Includes street address.
29. Job/Employment Data Records: Stores employment information 
verified by CSOs as part of a client's parole/probation plan and case 
supervision. For each job held, a record is added to

[[Page 11828]]

the file. Includes job description and employer.
30. Programs Data Records: Stores information on academic, 
vocational and/or treatment programs in which the client enrolls/
participates. Includes program name, date started program, date 
finished program, and the type of program.
31. Narcotics Data Records: Stores information on urine test 
surveillance program in which a client must participate as a condition 
for parole/probation. For each urine sample collected, a record is 
added to the file.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The District of Columbia parole/probation statute authorizes to 
USPC and/or Superior Court of Parole/probation (integrated into CSOSA 
on August 5, 1997 by the National Capital Revitalization and Self-
Government Act--D.C. Code 24-1231) to determine if and when to 
terminate parole/probation or conditional release or to modify the 
terms or conditions of parole/probation or conditional release. Also 
see D.C. Code 24-201.2, D.C. Code 24-205, D.C. Code 24-201.3, 28 DCMR 
217.x

PURPOSE(S):
Information maintained in the system is used to assist the Court 
Services and Offender Supervision Agency (CSOSA), USPC and/or Superior 
Court in monitoring the compliance with conditions of release of 
parolees, probationers, and supervised releasees, in measuring 
adjustment to and progress under community supervision and in 
protecting the safety of the public.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
Relevant information contained in this system of records may be 
disclosed as follows:
A. To a Member of Congress or congressional office staff member or 
D.C. Council member or D.C. Council office staff member in response to 
an inquiry made at the request of a current or former offender under 
CSOSA supervision.
B. To any civil or criminal law enforcement agency, whether 
Federal, state, or local or foreign, which requires information 
relevant to a civil or criminal investigation to the extent necessary 
to accomplish their assigned duties.
C. To any source from which information is requested in the course 
of an investigation, to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation and to identify the type of information requested.
D. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
E. To Federal, state, and local authorities participating in the 
JUSTIS database system through database access to limited information 
to permit a determination of an individual's status on parole, 
probation, or supervised release and the assigned supervision officer 
to the extent necessary for the accomplishment of the participating 
authorities' assigned duties. The participants in the JUSTIS database 
that will have limited access to CSOSA's SMART information are the 
Federal Bureau of Prisons, the D.C. Department of Corrections, the D.C. 
Superior Court, the Metropolitan Police Department, the D.C. Pretrial 
Services Agency, the United States Attorney's Office for the District 
of Columbia, the United States Marshals Service, and the United States 
Parole Commission.
F. To provide an information source for contract or treatment 
facilities that provide services to offenders under CSOSA supervision 
to the extent necessary to accomplish their assigned duties.
G. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The SMART database and processing programs are hosted on servers, 
which are managed by CSOSA IT Staff. The system provides online data 
entry and query in a real-time fashion using preformatted input/output 
screens.

RETRIEVABILITY:
Information can be retrieved by name, DCDC number, PDID number, 
Social Security Number, FBI number, and Interstate Compact Number. 22

SAFEGUARDS:
The server room is locked; access to the servers are restricted and 
end users must have a valid User ID and password before they can gain 
access to the one processing program they have been authorized to use.

RETENTION AND DISPOSAL:
Information in this system will be destroyed 20 years after date of 
last entry.

SYSTEM MANAGER(S) AND ADDRESS:
Chief Technology Officer, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004. The major part 
of this system is exempt from this requirement under 5 U.S.C. 552a (j).

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a(j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as Records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Offender; (2) Federal, state and local law enforcement 
agencies; (3) state and Federal probation services; (4) relatives, 
friends, and other community individuals; (5) evaluation, observations 
and findings of agency staff and treatment staff.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8), (f) and (g) of 
the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the 
system has been exempted from subsections (c)(3), (d) and (e)(1) 
pursuant to subsections (k)(1) and (k)(2). Rules have been promulgated 
in accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) 
and have been published in the Federal Register.
CSOSA-12

SYSTEM NAME:
Recidivism Tracking Database.

[[Page 11829]]

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, Community 
Supervision Services, 300 Indiana Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former offenders under agency supervision.

CATEGORIES OF RECORDS IN THE SYSTEM:
Name, police department identification number (PDID), DC Department 
of Corrections number (DCDC), type of supervision, offense code, docket 
number, source of information, pretrial release status, police service 
area and arrest and conviction information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
To track and detail all official incidents of recidivism by 
offenders under the jurisdiction of the agency.

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 or D.C. City 
Council member in response to an inquiry made at the request of a 
current or former offender under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
C. To any source from which information is requested in the course 
of an investigation, to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation and to identify the type of information requested.
D. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
E. To provide information source for contract or treatment 
facilities who provide services to offenders under CSOSA supervision to 
the extent necessary to accomplish their assigned duties.
F. To provide information relating to D.C. offenders to Federal, 
local and state courts, court personnel and probation officials to the 
extent necessary to accomplish their assigned duties.
G. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is stored in paper format and electronically on a 
computer which is password protected.

RETRIEVEABILITY:
Information is retrieved by the name, DCDC or PDID number assigned 
to the individual.

SAFEGUARDS:
The electronic database is protected by a password and only 
authorized staff have access. Paper copies are maintained in a locked 
file cabinet.

Retention and disposal:
Records will be maintained for 20 years after expiration of 
sentence.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Community Supervision Services, Court Services 
and Offender Supervision Agency, 300 Indiana Avenue, NW., Washington, 
DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To the extent that this system of records is not subject to 
exemption, it is subject to access and contest. A determination as to 
exemption shall be made at the time a request for access is received.

CONTESTING RECORD PROCEDURES:
Same as records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Offender, (2) agency staff, (3) treatment facilities, (4) 
Federal, state and local law enforcement agencies, (5) U.S. Parole 
Commission and (6) Federal, state and local courts and court personnel.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the 
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system 
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to 
subsections (k)(1) and (k)(2). Rules have been promulgated in 
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and 
have been published in the Federal Register.
CSOSA-13

SYSTEM NAME:
Freedom of Information-Privacy Acts System.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, 633 Indiana Avenue, 
NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
(1) Individuals or organizations who have requested access to 
information pursuant to the Freedom of Information Act or Privacy Act; 
(2) individuals who have made a request to access or correct records 
pertaining to themselves; and (3) persons who, on behalf of another 
individual, have made a request to access or correct that individual's 
records.

CATEGORIES OF RECORDS IN THE SYSTEM:
(1) Records contain Freedom of Information Act and Privacy Act 
requests for CSOSA/PSA records requested and any other correspondence 
or internal memoranda related to the processing of these requests. 
Records will also contain such data as the name of requester, address 
of requester, subject of request. (2) Documents relevant to appeals and 
litigation under the Freedom of Information Act and Privacy Act.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 552 and 552a.

PURPOSE(S):
To assist CSOSA staff in carrying out their responsibilities under 
the Freedom of Information Act and the Privacy Act.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
A. Public information permitted to be released to the news media 
and the public may be made available unless it is determined that 
release of the specific information in the context of a

[[Page 11830]]

particular case would constitute an unwarranted invasion of personal 
privacy.
B. Disclosure may be made to a congressional office, Member of 
Congress or member of the D.C. City Council in response to an inquiry 
made at the request of an employee, contractor, vendor or offender 
(current and/or former) employed by or under supervision of CSOSA and/
or PSA.
C. Information may be disseminated to a Federal agency which 
furnished the record for the purpose of permitting a decision as to 
access or correction to be made by that agency or for the purpose of 
consulting with that agency as to the propriety of access or 
correction.
D. Records may be disseminated to any appropriate Federal, state, 
local or foreign agency for the purpose of verifying the accuracy of 
information submitted by an individual who has requested amendment or 
correction of records.
E. Release of information to the National Archives and Records 
Administration (NARA) and to the General Services Administration (GSA): 
A record may be disclosed to NARA and GSA in records management 
inspections conducted under the authority of 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Manual requests are stored in a locked file cabinet. Automated 
information is contained on a password-protected computer.

RETRIEVABILITY:
Requests are retrieved and filed under the name and/or personal 
identifier of the requester or subject of the request.

SAFEGUARDS:
Access to records is limited to CSOSA staff who have a need for the 
records to perform their official duties. Request files are stored in a 
locked file cabinet.

RETENTION AND DISPOSAL:
Records are retained and disposed of in accordance with General 
Records Schedule 14.

SYSTEM MANAGER(S) AND ADDRESS:
General Counsel, Court Services and Offender Supervision Agency, 
633 Indiana Avenue, NW., Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual who corresponded with the agency. Requesters should also 
reasonably specify the record contents being sought. The address is the 
same as indicated in the Notification procedure.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
Information is derived from the individuals and/or companies making 
requests, the system of records searched in the process of responding 
to requests, and other agencies referring requests for access to or 
correction of records.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None. Although no exemption has been claimed for this system of 
records, certain information may be duplicative of records contained in 
another system of records which may have an exemption. In those 
circumstances, the exemption will still apply.
CSOSA-14

SYSTEM NAME:
Employment Profile, Database.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency (CSOSA), 633 Indiana 
Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former offenders under agency supervision.

CATEGORIES OF RECORDS IN THE SYSTEM:
Supervision information to include the police department 
identification number (PDID), DC Department of Corrections number 
(DCDC), social security number, phone number, address, conviction 
information, dates supervision begins and ends, education, 
restrictions, expenses, interests and needs of the offender.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
To track the employment status of offenders. This information is 
examined to assess the number of employment slots needed for offenders.

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 or D.C. City 
Council member in response to an inquiry made at the request of a 
current and/or former offender under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
C. To any source from which information is requested in the course 
of an investigation, to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation and to identify the type of information requested.
D. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
E. To provide information source for contract or treatment 
facilities who provide services to offenders under CSOSA supervision.
F. To provide information relating to D.C. defendants to Federal, 
local and state courts, court personnel and probation officials.
G. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is maintained electronically and manually.

RETRIEVABILITY:
Information can be retrieved by the name, social security number, 
PDID number or DCDC number.

[[Page 11831]]

SAFEGUARDS:
Electronic information is maintained on a password-protected 
computer. Manual information is maintained in a locked file cabinet in 
a secured office.

RETENTION AND DISPOSAL:
Records will be maintained for 20 years after expiration of 
sentence.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Community Justice Programs, Court Services and 
Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 
20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004. The major part 
of this system is exempt from this requirement under 5 U.S.C. 552a(j).

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a(j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as Records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Offender and (2) evaluation, observations and findings of 
agency staff.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the 
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system 
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to 
subsections (k)(1) and (k)(2). Rules have been promulgated in 
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and 
have been published in the Federal Register.
CSOSA-15

SYSTEM NAME:
Substance Abuse Treatment Database.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency (CSOSA), Community 
Supervision Services, 300 Indiana Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former offenders under the supervision of CSOSA.

CATEGORIES OF RECORDS IN THE SYSTEM:
Name, police department identification number (PDID), DC Department 
of Corrections number (DCDC), supervision status, date referred for 
treatment, social security number, FBI number, employment status, 
education level, date of birth, sex, race, reason for referral and drug 
test information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
To assist staff in tracking offenders through the treatment 
continuum.

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 or D.C. City 
Council member in response to an inquiry made at the request of a 
current or former offender under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation 
unless prohibited by 42 CFR part 2.
C. To any source from which information is requested in the course 
of an investigation, to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation and to identify the type of information requested unless 
prohibited by 42 CFR part 2.
D. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation unless prohibited by 42 CFR part 2.
E. To provide information source for contract or treatment 
facilities who provide services to offenders under CSOSA supervision 
unless prohibited by 42 CFR part 2.
F. To provide information relating to D.C. defendants to Federal, 
local and state courts, court personnel and probation officials unless 
prohibited by 42 CFR part 2.
G. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906 
unless prohibited by 42 CFR part 2.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is maintained electronically and manually.

RETRIEVABILITY:
Information can be retrieved by the name of the offender or DCDC or 
PDID number assigned to the offender.

SAFEGUARDS:
Electronic information is stored on a password-protected computer.

RETENTION AND DISPOSAL:
Records will be maintained for 20 years after expiration of 
supervision.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Community Supervision Services, Court Services 
and Offender Supervision Agency, 300 Indiana Avenue, NW., Washington, 
DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a(j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as Records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Offender; (2) evaluation, observations and findings of agency 
staff and treatment staff.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g)

[[Page 11832]]

of the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the 
system has been exempted from subsections (c)(3), (d) and (e)(1) 
pursuant to subsections (k)(1) and (k)(2). Rules have been promulgated 
in accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) 
and have been published in the Federal Register.
CSOSA-16

SYSTEM NAME:
Screener Database.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency (CSOSA), 633 Indiana 
Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former offenders under CSOSA supervision.

CATEGORIES OF RECORDS IN THE SYSTEM:
Name, police department identification number (PDID), DC Department 
of Corrections number (DCDC), social security number, date of birth, 
race, sex, type of supervision, offense code, age, education, home 
address, employment information, criminal history, history of substance 
abuse and level of supervision.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
To track and detail all screeners (risk assessments) conducted on 
offenders under the agency's supervision.

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 or D.C. City 
Council member in response to an inquiry made at the request of a 
current or former offender under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation 
unless prohibited by 42 CFR part 2.
C. To any source from which information is requested in the course 
of an investigation, to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation and to identify the type of information requested unless 
prohibited by 42 CFR part 2.
D. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation unless prohibited by 42 CFR part 2.
E. To provide information source for contract or treatment 
facilities who provide services to offenders under CSOSA supervision to 
the extent necessary to accomplish their assigned duties unless 
prohibited by 42 CFR part 2.
F. To provide information relating to D.C. offenders to Federal, 
local and state courts, court personnel and probation officials to the 
extent necessary to accomplish their assigned duties unless prohibited 
by 42 CFR part 2.
G. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906 
unless prohibited by 42 CFR part 2.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is stored electronically at the University of Maryland, 
4511 Knox Road, Suite 301, College Park, MD 20740 and paper copies are 
stored in a locked file and in the offender's supervision file.

RETRIEVABILITY:
Information can be retrieved by the name of the offender and the 
DCDC or PDID assigned to the offender.

SAFEGUARDS:
Paper copies are maintained in locked files in locked offices, 
accessible only by unique employee numeric code.

RETENTION AND DISPOSAL:
Records will be maintained for 20 years after expiration of 
sentence.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Community Justice Programs, Court Services and 
Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 
20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a(j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as Records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Offender; (2) Federal, state and local law enforcement 
agencies; (3) state and Federal probation services; (4) evaluation, 
observations and findings of agency staff and treatment staff.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the 
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system 
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to 
subsections (k)(1) and (k)(2). Rules have been promulgated in 
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and 
have been published in the Federal Register.
CSOSA-17

SYSTEM NAME:
Office of Professional Responsibility Record.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, 633 Indiana Avenue, 
NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
In connection with its investigative duties, the Office of 
Professional Responsibility (OPR) will maintain records on the 
following categories of individuals:
(1) Individuals or entities who are or have been the subject of 
inquiries or investigations conducted by OPR including current or 
former employees; current and former consultants, contractors and 
subcontractors with whom the agency has contracted and their employees; 
and such other individuals or entities in association with CSOSA as it 
relates to alleged

[[Page 11833]]

violation(s) of CSOSA's rules of conduct, the Civil Service merit 
system, and/or criminal or civil law, which may affect the integrity or 
physical facilities of CSOSA; and (2) Individuals who are witnesses; 
complainants; confidential or nonconfidential informants; and parties 
who have been identified by CSOSA or by other agencies, by constituent 
units of CSOSA, or by members of the general public as potential 
subjects of or parties to an investigation under the jurisdiction of 
OPR.

CATEGORIES OF RECORDS IN THE SYSTEM:
Information relating to investigations, including: (1) Letters, 
memoranda and other documents citing complaints of alleged criminal, 
civil or administrative misconduct; and (2) Investigative files which 
include: reports of investigations to resolve allegations of misconduct 
or violations of law with related exhibits, statements, affidavits or 
records obtained during investigations; prior criminal or noncriminal 
records of individuals as they relate to the investigations; reports 
from or to other law enforcement bodies; information obtained from 
informants and identifying data with respect to such informants; nature 
of allegations made against suspects and identifying data concerning 
such subjects; and public source materials.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
The Office of Professional Responsibility (OPR) for the Court 
Services and Offender Supervision Agency (CSOSA) will maintain this 
system of records in order to conduct its responsibilities pursuant to 
5 U.S.C. 301. The OPR is directed to conduct and supervise 
investigations relating to programs and operations of CSOSA; to promote 
economy, efficiency, and effectiveness in the administration of such 
programs and operations; and to prevent and detect fraud, waste and 
abuse in such programs and operations. Accordingly, the records in this 
system are used in the course of investigating individuals and entities 
suspected of having committed illegal or unethical acts and in 
conducting related criminal prosecutions, civil proceedings or 
administrative actions.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
Records in this system may be disclosed as follows:
A. In the event that records indicate a violation or potential 
violation of law, whether civil, criminal or regulatory in nature, and 
whether arising by general statute or particular program statute, or by 
rule, regulation, or other pursuant thereto, or if records indicate a 
violation or potential violation of a contract, the relevant records 
may be disclosed to the appropriate agency, whether Federal, state, 
local, foreign or international, charged with the responsibility of 
investigating or prosecuting such violation, enforcing or implementing 
such statute, rule, regulation or order, or with enforcing such 
contract.
B. A record may be disclosed to a Federal, state, local, foreign or 
international agency, or to an individual or organization when 
necessary to elicit information which will assist an investigation, 
inspection or audit.
C. A record may be disclosed to a Federal, state, local, foreign or 
international agency maintaining civil, criminal or other relevant 
information if necessary to obtain information relevant to an OPR 
decision concerning the assignment, hiring or retention of an 
individual, the issuance or revocation of a security clearance, the 
reporting of an investigation of an individual, the letting of a 
contract, or the issuance or revocation of a license, grant or other 
benefit.
D. A record may be disclosed to a Federal, state, local, foreign or 
international agency in response to its request in connection with the 
assignment, hiring or retention of an individual, the issuance or 
revocation of a security clearance, the reporting of an investigation 
of an individual, letting of a contract or the issuance or revocation 
of a license, grant, or other benefit by the requesting agency to the 
extent that the information is relevant and necessary to the requesting 
agency's decision on the matter.
E. A record may be disclosed to a Member of Congress or D.C. City 
Council member or staff acting upon the Member's behalf when the Member 
or staff requests the information on behalf of, and the request of, the 
individual who is the subject of the record.
F. Relevant information may be disclosed in a proceeding before an 
administrative forum, including Ad Hoc forums, which may or may not 
include an Administrative Law Judge, and which may or may not convene 
public hearings/proceedings, or to other established adjudicatory or 
regulatory agencies, e.g., the Merit Systems Protection Board, the 
Federal Labor Relations Authority, or other agencies with similar or 
related statutory responsibilities, where necessary to adjudicate 
decisions affecting individuals who are employed by CSOSA and who are 
covered by this system, including (but not limited to) decisions to 
effect any necessary remedial actions, e.g., debt collection activity, 
disciplinary and/or other appropriate personnel actions, and/or other 
law enforcement related actions, where appropriate.
G. To provide relevant information to Federal, local, state and 
foreign courts, court personnel and probation officials.
H. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information in this system is stored manually in file jackets in a 
locked, fireproof safe and electronically on a password-protected 
computer.

RETRIEVABILITY:
Entries are arranged numerically and/or alphabetically and are 
retrieved with reference to the surname of the individual covered by 
this system of records or the assigned case number.

SAFEGUARDS:
Information and/or manual records are stored in a locked, fireproof 
safe and office automation equipment in a secured office and accessed 
only by authorized personnel.

RETENTION AND DISPOSAL:
Records in this system are retained and disposed of 10 years after 
final review.

SYSTEM MANAGER(S) AND ADDRESS:
Director, Office of Professional Responsibility, Court Services and 
Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, DC 
20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004. The Director of 
the Court Services and Offender Supervision Agency has exempted this 
system from the provisions of 5 U.S.C. 552a (e)(4)(G).

RECORDS ACCESS PROCEDURES:
The major part of this system is exempted from this requirement

[[Page 11834]]

pursuant to 5 U.S.C. 552a(j)(2) and (k)(2). To the extent that this 
system of records is not subject to exemption, it is subject to access. 
A determination as to exemption shall be made at the time a request for 
access is received. A request for access to records contained in this 
system shall be made in writing. Include in this request the full name 
of the individual involved, his or her current address, date and place 
of birth, notarized signature, and any other identifying number or 
information which may be of assistance in locating the record. The 
requester shall also provide a return address for transmitting the 
information.

CONTESTING RECORD PROCEDURES:
The major part of this system is exempted from this requirement 
pursuant to 5 U.S.C. 552a(j)(2) and (k)(2). To the extent that this 
system of records is not subject to exemption, it is subject to access 
and contest. A determination as to exemption shall be made at the time 
a request for contest is received. Requesters shall clearly and 
concisely state which information is being contested, the reason for 
contesting it and the proposed amendment to the information.

RECORD SOURCE CATEGORIES:
The subjects of the investigations; individuals with whom the 
subjects of investigations are associated; current and former CSOSA 
employees; officials of Federal, state, local and foreign law 
enforcement and non-law enforcement agencies; private citizens, 
witnesses; confidential and nonconfidential informants; and public 
source materials.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
The Director has exempted this system from subsections (c)(3) and 
(4), (d), (e)(1) through (e)(3), (4)(H), (5) and (8) and (g) of the 
Privacy Act pursuant to 5 U.S.C. 552a (j)(2). In addition, the system 
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to 
subsections (k)(2). Rules have been promulgated in accordance with the 
requirements of 5 U.S.C. 553(b), (c) and (e) and have been published in 
the Federal Register.
CSOSA-18

SYSTEM NAME:
Sex Offender Registry.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, Community 
Supervision Services, 300 Indiana Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and/or former sex offenders, sentenced by a court in the 
District of Columbia and those offenders sentenced as a sex offender in 
other jurisdictions who live, work or attend school within the District 
of Columbia.

CATEGORIES OF RECORDS IN THE SYSTEM:
Personal and identifying information, including, but not limited 
to, photograph, fingerprints, physical description and identifying 
marks or characteristics, aliases, identifying numbers assigned by law 
enforcement agencies, home, work and school address, type of automobile 
owned by offender, criminal history, crime for which offender was 
convicted, the official version of the offense and the presentence 
report, the sentence that was imposed and when the offender was 
released into the community.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Capital Revitalization and Self-Government Improvement Act 
of 1997, Pub. L. 105-33, sections 11231-11234 and sections 11271-11280 
as amended by the District of Columbia Appropriations Act, 2000, and 
the District of Columbia Sex Offender Registration Act of 1999, 24 DC 
Code Sections 1117-1137.

PURPOSE(S):
Pursuant to delegation by Congress, the Court Services and Offender 
Supervision Agency will exercise the powers and functions for the 
District of Columbia relating to sex offender registration as provided 
in the District of Columbia Sex Offender Registration Act of 1999.

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 or D.C. City 
Council member in response to an inquiry made at the request of a 
current and/or former offender under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
C. To any source from which information is requested in the course 
of an agency investigation, to the extent necessary to identify the 
individual, inform the source of the nature and purpose of the 
investigation and to identify the type of information requested.
D. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
E. To provide information source for contract or treatment 
facilities who provide services to offenders under CSOSA supervision to 
the extent necessary to accomplish their assigned duties.
F. To provide information relating to D.C. defendants to Federal, 
local and state courts, court personnel, pretrial, parole and/or 
probation officials to the extent necessary to accomplish their 
assigned duties.
G. To provide information to Federal, state and local law 
enforcement agencies responsible for monitoring, enforcing and/or 
implementing a Federal, state or local statute or regulation related to 
sex offenders.
H. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is maintained in individual file folders and 
electronically on a password-protected computer.

RETRIEVABILITY:
Information can be retrieved by the name and/or personal identifier 
assigned to the offender.

SAFEGUARDS:
Information is maintained manually in a locked file cabinet and 
electronic information is maintained on a password-protected computer 
with limited access.

RETENTION AND DISPOSAL:
Records will be maintained until the death of the individual.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Community Supervision Services, Court Services 
and Offender Supervision Agency, 300 Indiana Avenue, NW., Room 2132, 
Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of

[[Page 11835]]

Information Act Office, Court Services and Offender Supervision Agency, 
633 Indiana Avenue, NW., Washington, DC 20004. The major part of this 
system is exempt from this requirement under 5 U.S.C. 552a (j).

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a (j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as Records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Offender; (2) Federal, state and local law enforcement 
agencies; (3) state and Federal parole or probation services; (4) 
Federal, state and local courts or court personnel.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8), (f) and (g) of 
the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the 
system has been exempted from subsections (c)(3), (d) and (e)(1) 
pursuant to subsections (k)(1) and (k)(2). Rules have been promulgated 
in accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) 
and have been published in the Federal Register.
CSOSA-19

SYSTEM NAME:
Drug Free Workplace Program.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, 633 Indiana Avenue, 
NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
The two systems (Drug Free Workplace Program Files and Drug Free 
Workplace Program Database) maintain records of each individual who has 
provided a urine specimen for testing. It also includes employees 
determined by the Agency to fill a designated testing position subject 
to random urinalysis testing as well as individuals who have 
volunteered to be part of the random pool.

CATEGORIES OF RECORDS IN THE SYSTEM:
Each record contains the name, social security number, date of 
birth as well as the collection information, reason for testing, types 
of drugs tested for and laboratory results.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Executive Order 12564, Drug-Free Federal Workplace.

PURPOSE(S):
The information is used to make employment or continued employment 
determinations. The database is used to randomly select individuals for 
urinalysis testing.

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 or D.C. City 
Council member in response to an inquiry made at the request of an 
employee or contractor employed by CSOSA.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
C. Information may be disclosed to officials and employees of any 
Federal agency which requires information relevant to an agency 
decision concerning the hiring, appointment or retention of an 
employee; the issuance of a security clearance; the execution of a 
security or suitability investigation or the classification of a job.
D. Relevant information may be disclosed in a proceeding before an 
administrative forum, including Ad Hoc forums, which may or may not 
include an Administrative Law Judge, and which may or may not convene 
public hearings/proceedings, or to other established adjudicatory or 
regulatory agencies, e.g., the Merit Systems Protection Board, the 
Federal Labor Relations Authority, or other agencies with similar or 
related statutory responsibilities, where necessary to adjudicate 
decisions affecting individuals who are employed by CSOSA and who are 
covered by this system, including (but not limited to) decisions to 
effect any necessary remedial actions, e.g., debt collection activity, 
disciplinary and/or other appropriate personnel actions, and/or other 
law enforcement related actions, where appropriate.
E. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where CSOSA 
becomes aware of an indication of a violation or potential violation of 
civil or criminal law or regulation.
F. To disclose information to contractors, grantees, experts, 
consultants or volunteers performing or working on a contract, service 
or job for CSOSA.
G. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is either stored in locked bar file cabinets fitted 
with combination locks or stored on a stand-alone computer in a room 
which is protected by a control access device.

RETRIEVABILITY:
The information is retrieved by the name of the individual or by 
the assigned drug test control number.

SAFEGUARDS:
Information is limited to those agency employees with a need-to-
know and is stored in an office protected by a control access device.

RETENTION AND DISPOSAL:
Information is maintained in accordance with General Records 
Schedule 1.

SYSTEM MANAGER(S) AND ADDRESS:
Associate Director, Management and Administration, Court Services 
and Offender Supervision Agency, 633 Indiana Avenue, NW., Washington, 
DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual and provide at least two items of identification (date of 
birth, employee identification number, dates of employment or similar 
information). The address is the same as indicated in the Notification 
procedures.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure

[[Page 11836]]

above and reasonably identify the record and specify the information to 
be contested.

RECORD SOURCE CATEGORIES:
The information provided or verified by applicants or employees 
whose files are on record as authorized.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CSOSA/PSA-1

SYSTEM NAME:
Automated Bail Agency Database (ABA DABA).

SECURITY CLASSIFICATION:
None.

System location:
Court Services and Offender Supervision Agency, Pretrial Services 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004. The database is 
housed at the Metropolitan Police Department, 300 Indiana Avenue, NW., 
and the application is used at the following locations: 633, 601, 500 
and 300 Indiana Avenue, NW., and 333 Constitution Avenue, NW., 
Washington, DC.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Defendants charged with federal and local misdemeanor and felony 
charges, municipal violations and traffic offenses in the District of 
Columbia.

CATEGORIES OF RECORDS IN THE SYSTEM:
Information includes defendants' personal, health and demographic 
information, criminal histories, substance abuse information and 
defendants' personal references.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301 and the National Capital Revitalization and Self-
Government Improvement Act of 1997, Pub. L. 105-33, Sections 11231-
11234 and Sections 11271-11280.

PURPOSE(S):
Information is used to set bail, provide substance abuse treatment, 
monitor compliance with release conditions, report compliance with and 
violations of release conditions and assist with sentencing decisions.

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 member in 
response to an inquiry made at the request of a current or former 
offender under CSOSA/PSA supervision.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to disposition of a criminal justice 
matter in accordance with 42 CFR 2.35.
C. To provide information, except substance abuse and mental health 
treatment information, relating to D.C. defendants to Federal, local 
and state courts, court personnel, prosecutors, defense attorneys and/
or corrections, parole, other pretrial and probation officials.
D. To provide information source for contract or treatment 
facilities who provide services to defendants under PSA supervision 
(except substance abuse and mental health treatment information).
E. To provide information to the attorney on record for the 
defendant (except substance abuse and mental health treatment 
information).
F. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is currently stored on the Metropolitan Police 
Department's mainframe.

RETRIEVABILITY:
Information can be retrieved by the name of the individual, 
aliases, PDID, Bail Agency ID (BAID) number, case docket number and 
Bail Agency Case Entry (BACE) number.

SAFEGUARDS:
Information is maintained in a building which has 24-hour security.

RETENTION AND DISPOSAL:
Information will be retained for 20 years after disposition of 
charge(s).

SYSTEM MANAGER(S) AND ADDRESS:
Director, Pretrial Services Agency, 633 Indiana Avenue, NW., 
Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a (j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as Records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Defendant; (2) Federal, state and local law enforcement 
agencies; (3) local, state and Federal corrections; (4) Federal, state 
and local probation, parole and pretrial services; (5) relatives, 
friends, and other community individuals; (6) evaluation, observations 
and findings of agency staff, treatment staff and other social service 
agencies/staff.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the 
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system 
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to 
subsections (k)(1) and (k)(2). Rules have been promulgated in 
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and 
have been published in the Federal Register.
CSOSA/PSA-2

SYSTEM NAME:
Drug Test Management System (DTMS).

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, Pretrial Services 
Agency (PSA), 633 Indiana Avenue, NW., Washington, DC 20004. The main 
server is located at 500 Indiana Avenue, NW., Room C-225 and the 
application is on workstations at all PSA and Community Supervision 
Services locations.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals charged with federal and local misdemeanor and felony 
charges, municipal violations and traffic offenses in the District of 
Columbia and on probation and parole for local offenses.

[[Page 11837]]

CATEGORIES OF RECORDS IN THE SYSTEM:
Substance abuse testing and treatment information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Capital Revitalization and Self-Government Improvement Act 
of 1997, Pub. L. 105-33, sections 11231-11234 and Sections 11271-11260 
and 5 U.S.C. 301.

PURPOSE(S):
Information is used to determine bail, make recommendations for 
sentencing, provide substance abuse treatment, monitor compliance with 
release conditions and report compliance with and violations of release 
conditions.

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 in response to 
an inquiry made at the request of a current and/or former offender/
defendant under CSOSA/PSA supervision.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to disposition of a criminal justice 
matter in accordance with 42 CFR 2.35.
C. To provide information relating to D.C. defendants and offenders 
to Federal, local and state courts, court personnel, prosecutors, 
defense attorneys, corrections, probation, parole and other pretrial 
officials (except substance abuse and mental health treatment 
information).
D. To provide information source for contract or treatment 
facilities who provide services to defendants under PSA supervision 
(except substance abuse and mental health treatment information).
E. To provide information to the attorney of record for the 
defendant (except substance abuse and mental health treatment 
information).
F. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Electronic information is maintained on a computer which is 
password-protected and accessed by the personal identifier assigned.

RETRIEVABILITY:
Information can be retrieved by the name of the individual, aliases 
and PDID, temporary ID numbers and by an ``A'' number.

SAFEGUARDS:
Information is maintained on a password-protected computer.

RETENTION AND DISPOSAL:
Records will be retained for 20 years after disposition of 
charge(s).

SYSTEM MANAGER(S) AND ADDRESS:
Director, Pretrial Services Agency, 633 Indiana Avenue, NW., 
Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a (j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as Records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Defendant and Offender, (2) treatment facility staff, (3) 
Federal, state and local law enforcement agencies.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the 
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system 
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to 
subsections (k)(1) and (k)(2). Rules have been promulgated in 
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and 
have been published in the Federal Register.
CSOSA/PSA-3

SYSTEM NAME:
Interview and Treatment Files.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, Pretrial Services 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004, 500 Indiana 
Avenue, NW., 601 Indiana Avenue, NW., 300 Indiana Avenue, NW., and 333 
Constitution Avenue, NW.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Defendants charged with federal and local misdemeanor and felony 
charges, municipal violations and traffic offenses in the District of 
Columbia.

CATEGORIES OF RECORDS IN THE SYSTEM:
Interview information, criminal history and treatment assessments.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301.

PURPOSE(S):
Information is used to determine bail, provide substance abuse 
treatment, monitor compliance with release conditions and report 
compliance with and violations of release conditions.

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 in response to 
an inquiry made at the request of a current and/or former offender/
defendant under CSOSA supervision.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to disposition of a criminal justice 
matter in accordance with 42 CFR 2.35.
C. To provide information relating to D.C. defendants to Federal, 
local and state courts, court personnel, prosecutors, defense 
attorneys, and corrections, probation, parole and/or other pretrial 
officials except substance abuse and mental health treatment 
information.
D. To provide information source for contract or treatment 
facilities who provide services to defendants under PSA supervision 
(except substance abuse and mental health treatment information).
E. To provide information to the attorney on record for the 
defendant (except substance abuse and mental health treatment 
information).
F. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

[[Page 11838]]

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Manual files (paper copies) are maintained in locked file cabinets.

RETRIEVABILITY:
Information can be retrieved by the name of the individual or by 
the Bail Agency Case Entry (BACE) number.

SAFEGUARDS:
Files are kept in locked drawers and behind locked doors.

RETENTION AND DISPOSAL:
Records will be retained for 5 years after disposition of 
charge(s).

SYSTEM MANAGER(S) AND ADDRESS:
Director, Pretrial Services Agency, 633 Indiana Avenue, NW., 
Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a(j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as Records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Defendant, (2) Federal and local law enforcement agencies, (3) 
family and friends, (4) substance abuse treatment and medical 
facilities, and (5) Federal and local courts, (6) Federal, state and 
local corrections, pretrial, probation and parole agencies, and (7) 
evaluation, observations and findings of agency staff, treatment staff 
and other social service agencies.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the 
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system 
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to 
subsections (k)(1) and (k)(2). Rules have been promulgated in 
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and 
have been published in the Federal Register.
CSOSA/PSA-4

SYSTEM NAME:
Payroll Files.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, Pretrial Services 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former employees of PSA.

CATEGORIES OF RECORDS IN THE SYSTEM:
These records contain information relating to the individual's 
name, social security number, age, sex, marital status, appointment, 
tenure, employment status and occupation series. These records also 
contain data as of the year to date and the most recent pay period with 
regard to leave earned, used and balances, withholdings and allotments 
to financial institutions.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
44 U.S.C. 3101 and 5 CFR part 550.

PURPOSE(S):
Document employee salary, tax and related information.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
A. To provide information to a congressional member from the record 
of an individual in response to an inquiry from that congressional 
member made at the request of the employee.
B. To disclose information to another Federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a Federal agency when the government is a 
party to the judicial or administrative proceeding.
C. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
D. Information may be disclosed to officials and employees of any 
Federal agency which requires information relevant to an agency 
decision concerning the hiring, appointment or retention of an 
employee; the issuance of a security clearance; the execution of a 
security or suitability investigation or the classification of a job.
E. Relevant information may be disclosed in a proceeding before an 
administrative forum, including Ad Hoc forums, which may or may not 
include an Administrative Law Judge, and which may or may not convene 
public hearings/proceedings, or to other established adjudicatory or 
regulatory agencies, e.g., the Merit Systems Protection Board, the 
Federal Labor Relations Authority, or other agencies with similar or 
related statutory responsibilities, where necessary to adjudicate 
decisions affecting individuals who are employed by PSA and who are 
covered by this system, including (but not limited to) decisions to 
effect any necessary remedial actions, e.g., debt collection activity, 
disciplinary and/or other appropriate personnel actions, and/or other 
law enforcement related actions, where appropriate.
F. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where PSA becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation.
G. To disclose to the Office of Personnel Management in accordance 
with the agency's responsibility for evaluation and oversight of 
Federal personnel management.
H. To provide a copy of an employee's Department of the Treasury 
Form W-2, Wage and Tax Statement, to the state, city or other local 
jurisdiction which is authorized to tax the employee's compensation. 
The record will be provided in accordance with a withholding agreement 
between the state, city or other jurisdiction and the Department of the 
Treasury pursuant to 5 U.S.C. 5516, 5517 or 5520, or in response to a 
written request from an appropriate official of the taxing 
jurisdiction. The request must include a copy of the applicable statute 
or ordinance authorizing the taxation of compensation and should 
indicate whether the authority of the jurisdiction to tax their 
employee is based on a place of residence, place of employment or both.
I. To disclose information to the Department of Agriculture, 
National Finance Center, to effect distribution of pay according to 
employee directions and other authorized purposes.
J. Release information to the Internal Revenue Service (IRS). 
Information

[[Page 11839]]

contained in the system may be disclosed to the IRS to obtain taxpayer 
mailing addresses for the purpose of locating such taxpayer to collect 
or compromise a Federal claim against the taxpayer.
K. Information directly related to the identity of debtors and the 
history of claims contained in the system of records may be disclosed 
to consumer reporting agencies for the purpose of encouraging repayment 
of overdue debts. Such disclosures will be made only when a claim is 
overdue and only after due process steps have been taken to notify the 
debtor and give him or her a chance to meet the terms of the debt.
L. Information may be released about debtors to the U.S. Treasury 
or other Federal employers in order to effect salary or administrative 
offsets. Information contained in the system of records may be 
disclosed to an employer in order to effect salary or administrative 
offsets to satisfy a debt owed the United States by that person. Such 
disclosures will be made only when all procedural steps established by 
the Debt Collection Act have been taken.
M. To disclose information to contractors, grantees, experts, 
consultants or volunteers performing or working on a contract, service 
or job for PSA.
N. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosure to consumer reporting agencies under subsection (b)(12) 
of the Privacy Act. Disclosure may be made from this system to consumer 
reporting agencies as defined in the Debt Collection Act of 1982 (31 
U.S.C. 3701 (a)(3)) or the Fair Credit Reporting Act (15 U.S.C. 
1681a(f)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The information is stored manually in individual folders.

RETRIEVABILITY:
Information is retrieved by the name or personal identifier of the 
individual.

SAFEGUARDS:
The information is maintained in a locked file cabinet.

RETENTION AND DISPOSAL:
Information is maintained and disposed of in accordance with 
General Records Schedule 2 and the Code of Federal Regulations. The 
period of retention will not exceed 6 years and 3 months.

SYSTEM MANAGER(S) AND ADDRESS:
Director, Pretrial Services Agency, 633 Indiana Avenue, NW., 
Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual and provide at least two items of identification (date of 
birth, employee identification number, dates of employment or similar 
information). The address is the same as indicated in the Notification 
procedures.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
(1) Individuals who are current or former employees of the agency, 
and (2) Information obtained from current and former employers.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CSOSA/PSA-5

SYSTEM NAME:
Time and Attendance Files.

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency, Pretrial Services 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former employees of PSA.

CATEGORIES OF RECORDS IN THE SYSTEM:
Time and attendance reports, leave slips and audit reports which 
contain the name, social security number, grade, leave category, leave 
balances and organization code.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 CFR part 630.

PURPOSE(S):
To provide control, reporting and accounting for employee leave and 
pay.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
A. To provide information to a congressional member from the record 
of an individual in response to an inquiry from that congressional 
member made at the request of the employee.
B. To disclose information to another Federal agency, to a court, 
or to a party in litigation before a court or in an administrative 
proceeding being conducted by a Federal agency when the government is a 
party to the judicial or administrative proceeding.
C. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to a civil or criminal investigation.
D. Information may be disclosed to officials and employees of any 
Federal agency which requires information relevant to an agency 
decision concerning the hiring, appointment or retention of an 
employee; the issuance of a security clearance; the execution of a 
security or suitability investigation or the classification of a job.
E. Relevant information may be disclosed in a proceeding before an 
administrative forum, including Ad Hoc forums, which may or may not 
include an Administrative Law Judge, and which may or may not convene 
public hearings/proceedings, or to other established adjudicatory or 
regulatory agencies, e.g., the Merit Systems Protection Board, the 
Federal Labor Relations Authority, or other agencies with similar or 
related statutory responsibilities, where necessary to adjudicate 
decisions affecting individuals who are employed by PSA and who are 
covered by this system, including (but not limited to) decisions to 
effect any necessary remedial actions, e.g., debt collection activity, 
disciplinary and/or other appropriate personnel actions, and/or other 
law enforcement related actions, where appropriate.
F. To the appropriate Federal, state, local, foreign or other 
public authority responsible for investigating, prosecuting, enforcing 
or implementing a statute, rule, regulation, or order where PSA becomes 
aware of an indication of a violation or potential violation of civil 
or criminal law or regulation.

[[Page 11840]]

G. To disclose to the Office of Personnel Management in accordance 
with the agency's responsibility for evaluation and oversight of 
Federal personnel management.
H. To disclose information to the Department of Agriculture, 
National Finance Center to effect maintenance of pay and leave.
I. To disclose information to contractors, grantees, experts, 
consultants or volunteers performing or working on a contract, service 
or job for PSA.
J. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Information is stored manually in individual folders and 
electronically on a computer and computer disks.

RETRIEVABILITY:
Information can be retrieved by the name and/or social security 
number of the individual.

SAFEGUARDS:
Information is maintained in a locked file cabinet.

RETENTION AND DISPOSAL:
Information is maintained and disposed of in accordance with 
General Record Schedule 2 and the Code of Federal Regulations. The 
period of retention will not exceed 6 years and 3 months.

SYSTEM MANAGER(S) AND ADDRESS:
Human Resources Director, Pretrial Services Agency, 633 Indiana 
Avenue, NW., Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
To locate a specific record, you must provide the name of the 
individual and provide at least two items of identification (date of 
birth, employee identification number, dates of employment or similar 
information). The address is the same as indicated in the Notification 
procedures.

CONTESTING RECORD PROCEDURES:
Contact the official at the address specified under Notification 
procedure above and reasonably identify the record and specify the 
information to be contested.

RECORD SOURCE CATEGORIES:
(1) Current or former employee; (2) current or former Time and 
Attendance personnel; (3) current or former employer; (4) National 
Finance Center staff.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
CSOSA/PSA-6

SYSTEM NAME:
Pretrial, Probation and Parole Realtime Information Systems Manager 
(PRISM).

SECURITY CLASSIFICATION:
None.

SYSTEM LOCATION:
Court Services and Offender Supervision Agency (CSOSA), Pretrial 
Services Agency (PSA), 633 Indiana Avenue, NW., Washington, DC 20004.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
(1) Defendants charged with federal and local misdemeanor and 
felony charges, municipal violations and traffic offenses in the 
District of Columbia and (2) Individuals charged with federal and local 
misdemeanor and felony charges, municipal violations and traffic 
offenses in the District of Columbia and on probation and parole for 
local offenses.

CATEGORIES OF RECORDS IN THE SYSTEM:
Information includes defendants' personal, health and demographic 
information, criminal histories, substance abuse information to include 
assessments, testing and treatment, defendants' personal references and 
interview information.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
National Capital Revitalization and Self-Government Improvement Act 
of 1997, Pub. L. 105-33, sections 11231-11234 and sections 11271-11260; 
5 U.S.C. 301 and DC Code 23, sections 1301-1309.

PURPOSE(S):
Information is used to set bail, provide substance abuse treatment, 
monitor and supervise compliance with release conditions, report 
compliance with and violations of release conditions and assist with 
sentencing decisions.

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 in response to 
an inquiry made at the request of a current and/or former offender/
defendant under CSOSA/PSA supervision.
B. Information may be disclosed to any civil or criminal law 
enforcement agency, whether Federal, state, or local or foreign, which 
requires information relevant to disposition of a criminal justice 
matter in accordance with 42 CFR 2.35.
C. To provide information relating to D.C. defendants and offenders 
to Federal, local and state courts, court personnel, prosecutors, 
defense attorneys, corrections, probation, parole and other pretrial 
officials (except substance abuse and mental health treatment 
information).
D. To provide information source for contract or treatment 
facilities who provide services to defendants under PSA supervision 
(except substance abuse and mental health treatment information).
E. To provide information to the attorney on record for the 
defendant (except substance abuse and mental health treatment 
information).
F. A record may be disclosed to the National Archives and Records 
Administration and to the General Services Administration during a 
records management inspection conducted under 44 U.S.C. 2904 and 2906.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
The information is stored electronically. Only authorized personnel 
have access to the information.

RETRIEVABILITY:
Information can be retrieved by the name of the individual, aliases 
and PDID, temporary ID numbers, ``A'' number, Bail Agency ID (BAID) 
number, case docket number and Bail Agency Case Entry (BACE) number.

SAFEGUARDS:
The server room is locked; access to the server is restricted and 
end users must have a valid User ID and password before they can gain 
access.

[[Page 11841]]

RETENTION AND DISPOSAL:
Information will be retained for 20 years after disposition of 
charge(s).

SYSTEM MANAGER(S) AND ADDRESS:
Director, Pretrial Services Agency, 633 Indiana Avenue, NW., 
Washington, DC 20004.

NOTIFICATION PROCEDURE:
Inquiries concerning this system should be directed to the Freedom 
of Information Act Office, Court Services and Offender Supervision 
Agency, 633 Indiana Avenue, NW., Washington, DC 20004.

RECORDS ACCESS PROCEDURES:
The major part of this system is exempt from this requirement under 
5 U.S.C. 552a(j). To the extent that this system of records is not 
subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received.

CONTESTING RECORD PROCEDURES:
Same as records access procedures above.

RECORD SOURCE CATEGORIES:
(1) Defendants; (2) Federal, state and local law enforcement 
agencies; (3) local, state and Federal corrections; (4) Federal, state 
and local probation, parole and pretrial services; (5) relatives, 
friends, and other community individuals; and (6) evaluation, 
observations and findings of agency staff, treatment providers and 
other social services agencies.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
This system is exempt from 5 U.S.C. 552a (c)(3) and (4), (d), 
(e)(1), (2), (3), (4)(G) through (4)(I), (5), and (8) and (g) of the 
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the system 
has been exempted from subsections (c)(3), (d) and (e)(1) pursuant to 
subsections (k)(1) and (k)(2). Rules have been promulgated in 
accordance with the requirements of 5 U.S.C. 553 (b), (c) and (e) and 
have been published in the Federal Register.

[FR Doc. 02-6092 Filed 3-14-02; 8:45 am]
BILLING CODE 3129-01-P