INSTRUCTIONS FOR SUBCOMMITTEE QUESTIONNAIRE GENERAL This questionnaire is designed to obtain a systematic inventory of certain types of information currently maintained about identifiable individuals in the files of Federal agencies, together with related information on the source and legal status of the information with respect to confidentiality and compulsion in reporting. We are concerned only with those records in the physical possession of your agency. You need not answer for records which have been transferred over to the National Archives. Please prepare a separate copy of this form for each bureau or comparable organization unit within your agency. Use footnotes to explain any answers that do not fit into the categories outlined. Replies should be forwarded to Mr. Benny L. Kass, assistant counsel of the subcommittee, no later than October 1, 1966. DETAILED Description of record(s) filed.-This column is to be as general as possible but with sufficient description to enable the subcommittee to analyze the rest of the form. Column (a): Enter on a separate line the code number for each type of information held, as given in the attached appendix, entitled "Code for reporting types of information in Column (a)." However, where the data to be provided in columns (b) to (j) are the same, related items may be combined and shown on one line. (For example, the entry in column (a) might read "1, 3, 4, and 7".) Do not attempt to cover items of information other than those listed. Information on the agency's own employees as such will be obtained through the Civil Service Commission and should not be listed here. Column (b): Indicate in a phrase the precise group of individuals covered. Examples: "all veterans"; veterans applying for housing loan guarantee"; "individuals in current population survey sample" "Selective Service registrants." If the coverage of distinct bodies of your records of a given type is differently defined, the covered groups may be listed on separate lines without regard to possible duplication. Column (c): For each covered group of individuals defined in column (b) give the approximate number of individuals covered by your records regardless of the age of the records (going back only as far as 1900), and regardless of whether in current files or records centers. Estimates to the nearest 100,000 will be satisfactory (Use "*" to indicate less than 50,000). Column (d): If individual records of the type listed are currently generated by a program of the agency, indicate the estimated annual rate at which new records are acquired (without regard to duplication with existing records, except that monthly or other periodic reports from the same individuals should be counted only once annually). Column (e): Indicate in terms of the broad classes defined below the source of the information, using the following code. The first four categories refer to data obained directly from the individuals covered. Stat: Statistical reports or surveys. Appl: Applications. Tax: Tax returns. Other: Other reports or procedures. Co-op: Shared records of cooperating public or private agencies. Column (f): Indicate, using the following code, whether the data were obtained from the individual on a compulsory or voluntary basis. Note that certain procedures, neither strictly voluntary nor strictly mandatory, are designated "Conditional". Mand: Mandatory. Data obtained under express or implied compulsion. Vol: Voluntary. Data obtained through voluntary cooperation of the respondent. Cond: Conditional. Data required as a condition for an application, for participation in a program, for the award of a contract, etc. Column (g): Indicate whether the data for individuals are subject to confidentiality restrictions, and the basis of confidentiality, as follows (with citation of any statute): Statute: Confidential by specific statute. Pledge: Confidential by reason of pledge to respondents (no specific statute). None: No guarantee of confidentiality. Column (h): If the data are subject to confidentiality restrictions, indicate the unit within which the data are held confidential. Explain briefly any procedures for exceptions to this rule. Bureau: Not disclosed beyond collecting office of bureau. Other: Explain. Column (i): Indicate the form on which the data referred to is stored. Use the following categories: Eye: Eye readable. Mach: Machine readable. Either: Either. Column (j): Indicate how the information referred to may be re trieved: Mnly: Manually retrieved. Cmpt: Computer retrieved. Appendix.-Code for reporting types of information in column (a): 26. Highest grade completed or degree(s) earned. 27. Grade average or class standing. 28. Knowledge of foreign languages. (Employment and Occupation) 29. Occupation: current and/or past. 30. Employment status and history. 31. Occupational licenses and certifications held. 32. Employer. 33. Recommendations and references. (Legal and Investigational Information) 34. Police record. 35. Security or other investigative reports. 36. Involvement in civil or criminal court action. |