PART 1602—PROTECTION OF PRIVACY AND ACCESS TO INDIVIDUAL RECORDS UNDER THE PRIVACY ACT OF 1974 Authority: 5 U.S.C. 552a, 553; 42 U.S.C. 7412 et seq. Source: 66 FR 17080, Mar. 29, 2001, unless otherwise noted. § 1602.1 General provisions. (a) Purpose and scope. (b) Definitions. Requester Request for access to a record Request for amendment or correction of a record Request for an accounting § 1602.2 Requests for access to records. (a) How made and addressed. (b) Description of records sought. Federal Register http://www.access.gpo.gov/su__docs (c) Agreement to pay fees. (d) Verification of identity. (e) Verification of guardianship. (1) The identity of the individual who is the subject of the record, by stating the name, current address, date and place of birth, and, at your option, the social security number of the individual; (2) Your own identity, as required in paragraph (d) of this section; (3) That you are the parent or guardian of that individual, which you may prove by providing a copy of the individual's birth certificate showing your parentage or by providing a court order establishing your guardianship; and (4) That you are acting on behalf of that individual in making the request. § 1602.3 Responsibility for responding to requests for access to records. (a) In general. (b) Authority to grant or deny requests. (c) Consultations and referrals. (1) Respond to the request regarding that record, after consulting with the agency best able to determine whether the record is exempt from access and with any other agency that has a substantial interest in it; or (2) Refer the responsibility for responding to the request regarding that record to another agency that originated the record (but only if that agency is subject to the Privacy Act). Ordinarily, the agency that originated a record will be presumed to be best able to determine whether it is exempt from access. (d) Notice of referral. (e) Timing of responses to consultations and referrals. § 1602.4 Responses to requests for access to records. (a) Acknowledgments of requests. (b) Grants of requests for access. (c) Adverse determinations of requests for access. (1) The name and title or position of the person responsible for the denial; (2) A brief statement of the reason(s) for the denial, including any Privacy Act exemption(s) applied by the CSB in denying the request; and (3) A statement that the denial may be appealed under § 1602.5(a) and a description of the requirements of § 1602.5(a). § 1602.5 Appeals from denials of requests for access to records. (a) Appeals. (b) Responses to appeals. (c) When appeal is required. § 1602.6 Requests for amendment or correction of records. (a) How made and addressed. (b) CSB responses. (1) The reason(s) for the denial; and (2) The procedure for appeal of the denial under paragraph (c) of this section, including the name and business address of the official who will act on your appeal. (c) Appeals. (d) Statements of Disagreement. (e) Notification of amendment/correction or disagreement. § 1602.7 Requests for an accounting of record disclosures. (a) How made and addressed. (b) Where accountings are not required. (c) Appeals. § 1602.8 Preservation of records. The CSB will preserve all correspondence pertaining to the requests that it receives under this part, as well as copies of all requested records, until disposition or destruction is authorized by Title 44 of the United States Code or the National Archives and Records Administration's General Records Schedule 14. Records will not be disposed of while they are the subject of a pending request, appeal, or lawsuit under the Privacy Act. § 1602.9 Fees. The CSB will charge fees for duplication of records under the Privacy Act in the same way in which it charges duplication fees under the FOIA (see part 1601, subpart D of this chapter). No search or review fee will be charged for any record. § 1602.10 Notice of court-ordered and emergency disclosures. (a) Court-ordered disclosures. (b) Emergency disclosures.