41 C.F.R. Subpart 51–9.1—General Policy
Title 41 - Public Contracts and Property Management
Title 41: Public Contracts and Property Management
PART 51–9—PRIVACY ACT RULES
Subpart 51–9.1—General Policy
§ 51-9.101 Maintenance of records.
§ 51-9.101-1 Collection and use.
Any information used in whole or in part in making a determination about an individual's rights, benefits, or privileges under the Committee programs, shall, to the extent practicable, be collected directly from the subject individual. At the time information is collected, the individual must be informed of the authority for collecting such information, whether providing the information is mandatory or voluntary, the purposes for which the information will be used, the routine uses as published in the
§ 51-9.101-2 Standards of accuracy.
The Executive Director shall ensure that all records which are used by the agency to make determinations about any individual are maintained with such accuracy, relevance, timeliness, and completeness as is reasonably necessary to assure fairness to the individual. Upon petition by an individual, the Executive Director shall provide the individual with the opportunity to review his records, and to request amendment of a portion which the individual believes is not accurate, relevant, timely or complete. Prior to dissemination of records about any individual to any person or to another agency, exclusive of disclosure pursuant to the Freedom of Information Act, the Executive Director shall make reasonable effort to ensure that such records are accurate, complete, timely, and relevant.
§ 51-9.101-3 Content of systems of records.
The Executive Director shall maintain in records only such information about an individual as is relevant and necessary to accomplish an agency purpose required by statute or executive order. Such records shall not contain any information describing how any individual exercises rights guaranteed by the First Amendment unless specifically authorized by statute, by the subject individual, or is pertinent to and within the scope of an authorized law enforcement activity. For these purposes, First Amendment rights include, but are not limited to, religious and political beliefs, freedom of speech, the press, assembly, and freedom to petition.
§ 51-9.101-4 Rules of conduct.
Any employee of the Committee involved in the design, development, operation or maintenance of any system of records, or in maintaining any record, shall review the provisions of 5 U.S.C. 552a and these regulations, and shall conduct himself accordingly with the rules of conduct concerning the protection of personal information outlined in 41 CFR 51–9.7, Disclosure of Information about an Individual.
§ 51-9.101-5 Safeguarding systems of records.
The Executive Director shall ensure that appropriate administrative, technical and physical safeguards are established to ensure the security and confidentiality of records and to protect against any anticipated threats or hazards to their security or integrity which could result in substantial harm, embarrassment, inconvenience, or unfairness to any individual on whom information is maintained.
§ 51-9.102 Availability of records.
Committee records pertaining to an individual shall be made available to the subject individual to the greatest extent possible. Disclosures of records to other than the subject individual will be made only in accordance with Subpart 51–9.2 of this part.
§ 51-9.102-1 Specific exemptions.
Systems of records maintained by the Committee which have been exempted from certain requirements of the Privacy Act are designated in Subpart 51–9.6 of this part. An individual shall have access to all exempted records containing information about him under procedures outlined in Subpart 51–9.3 of this part. Upon request, an individual shall receive an accounting of any disclosure of information about him.
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