(1) Office of Inspector General, U.S. Department of the Interior, 18th and C Streets NW, Washington, DC 20240; (2) Office of Inspector General Regional Offices and Regional Suboffices (A current listing of such offices and their locations can be obtained from the System Manager).

Past, present and prospective departmental employees, contractors, subcontractors, grantees, subgrantees, lessees, licensees, and other persons doing business with the Department, or having contact with the Department or geographical areas under its jurisdiction.

(a) OIG Employee Resources file will contain information regarding OIG employee assignments, distribution of time, training completed and performance; (b) Audit Status file will contain status information on all audits from point of request or annual planning through follow-up and eventual closure; (c) Investigation Status file will contain status information on all investigations from point of receipt or acceptance of a case through closure; (d) Audit and Investigations History file will contain the findings, recommendations and actions on all audits and investigations; (e) Audit Inventory file will contain a record of each auditable entity of the Department, including its contracts, grants, cooperative agreements, organizations, programs and functions; and (f) Freedom of Information Act and Privacy Act file will contain information relating to requests for access to OIG records and other kinds of requests under those Acts, and OIG action on such requests.

Inspector General Act of 1978, 5 U.S.C.A. app. 1, sections 1-12.

The primary uses of the records are: (a) Personnel information will be used by staff managers to determine training needs, quality of performance, and promotional eligibility; (b) assignment information and workload status information will be used by managers to control audits and investigations, and to maximize effectiveness of staff resources; (c) the Audit Status file will be used to track all audits from point of request or actual planning through follow-up and eventual closure; (d) the Investigation Status file will be used to track all investigations from point of receipt or acceptance through closure; (e) the Audit and Investigation History file will record the findings, recommendations, and actions on all audits and investigations and will serve to archive pertinent history of audits and investigation; (f) to conduct and report investigations of serious misconduct or irregularities, mismanagement, gross waste of funds, abuse of authority, danger to public health and safety, or violation of law, to ensure compliance by Departmental employees, contractors, subcontractors, grantees, subgrantees, lessees, licensees and other persons doing buisness with the Department with federal statutes, regulations, policies, and procedures; (g) to develop audit reports which bring to the attention of management officials, the Congress, contractors, and grantees, etc., existing deficiencies and recommendations for correcting those deficiencies; (h) the Audit Inventory file will be used to forecast budget requirements for auditing each entity, review of contracts and grants for compliance and detections or prevention of fraud, waste and abuse, and to conduct trend analysis and review of expenditures; (i) the Freedom of Information Act and Privacy Act file will improve efficiency in responding to requests under those Acts; and (j) to prevent and detect fraud and abuse and to promote economy, efficiency, and effectiveness in the program and operations of the Department of the Interior.

Disclosures outside of the department may be made: (1) To the U.S. Department of Justice when related to litigation or anticipated litigation: (2) to a Member of Congress from the record of an individual in response to an inquiry made at the request of that individual; (3) to a federal, state, tribal, territorial or local government agency which has funds involved to alert that agency to the deficiencies so that the agency may take corrective action; (4) to another federal, state, tribal, territorial or local government agency having partial or complete jurisdiction over the auditee or subject matter of the audit; (5) to appropriate federal, state, tribal, territorial, local, foreign agencies responsible for investigating or prosecuting the violation of, or for enforcing, implementing, or administering a statute, rule, regulations, order, program, facility, lease, license, contract, grant, or other agreement; (6) to a federal, state, tribal, territorial, local or foreign agency, or an organization, or an individual when reasonably necessary to obtain information or assistance relating to an audit, investigation, trial, hearing preparation for trial or hearing, or any other authorized activity of the Office of Inspector General; (7) to federal, state, tribal, territorial, local or foreign agenices where necessary to obtain information or assistance relating to the hiring or retention of an employee, or the issuance of a security clearance, contract, license, grant, or other benefit; (8) to a federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of security clearance, license, contract, grant, or other benefits; (9) to an actual or potential party or his or her attorney for the purpose of negotiation or discussion on such matter as settlement of the case or matter, plea bargaining, or informal discovery proceedings; (10) to a foreign government pursuant to an international treaty, convention, or executive agreement entered into by the United States; (11) to complainants for the purpose of notifying them of the progress and disposition of their complaints.

Storage:

Password files on an automated data processing system.

Most files in the system are accessed by case number or report title (which may incorporate the name of an individual), but the Employee Resources Personnel file is accessed by social security account number; the Freedom of Information Act and Privacy Act file is accessed also by name of requester or submitter.

Manual files are in locked rooms. Electronic files are protected by passwords accessible only to authorized persons. Computerized files will be safeguarded in accordance with 43 CFR 2.51(c).

General personnel information is destroyed when no longer needed for administrative use; the continous update files are closed at the end of an audit or investigation and transferred to the Audit and Investigative history files for retention; the Audit Inventory, Audit and Investigation History, and Freedom of Information Act and Privacy Act files will be destroyed when no longer needed for agency use.

Assistant Inspector General for Administration, Office of Inspector General, U.S. Department of the Interior, 18th and C Sts. NW, Washington, DC 20240.

Inquiries may be addressed to the System Manager as indicated above. (See 43 CFR 2.60 details on inquiries.)

A request for access may be addressed to the System Manager. The request must be in writing and signed by the requester. The request must meet the content requirements of 43 CFR 2.63.

A petition for amendment shall be addressed to the System Manager and must the requirements of 43 CFR 2.71.

Departmental employees, departmental employment records, reports and notices, present and prospective contractors, subcontractors, grantees, subgrantees, lessees, licensees, and other persons doing official business with the Department, or having contact with the Department or geographical areas under its jurisdiction.

Classified and Unclassified.

Records covered by this system are maintained at the following locations:

(1) U.S. Department of the Interior, Office of Inspector General, 1849 C Street NW, Washington DC 20240;

(2) Office of Inspector General, 381 Elden Street, Suite 3000, Herndon, VA 20170;

(3) Office of Inspector General Regional Offices and Regional sub-offices. A current listing of these offices may be obtained by writing to the System Manager; and

(4) Investigative site during the course of an investigation.

Assistant Inspector General for Investigations, Office of Inspector General, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 4428-MIB, Washington, DC 20240.

The Inspector General Act of 1978, as amended, 5 U.S.C. §§ 401–424.

The primary purpose of this system is to help facilitate the OIG’s various responsibilities under the Inspector General Act of 1978, as amended. The OIG is statutorily directed to conduct and supervise investigations relating to programs and operations of the DOI, 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, records in this system are used within the DOI and OIG during the course of investigating individuals and entities suspected of misconduct, fraud, waste, and abuse, other illegal or unethical acts, and in conducting related criminal prosecutions, civil proceedings, and administrative actions. These records are also used to fulfill reporting requirements, to maintain records related to the OIG’s activities, and to prepare and issue reports to Congress, the DOI and its components, the DOJ, the public, and other entities as appropriate within the mission of the OIG.

The categories of individuals covered by the system include current and former DOI employees, potential employees, contractors, and subcontractors; complainants, witnesses, confidential and non-confidential informants, union officials; recipients of federal assistance or funds and their contractor or subcontractors and employees; alleged violators of DOI rules and regulations; individuals investigated and interviewed; persons suspected of violations of administrative, civil and criminal provisions; and grantees, sub-grantees, lessees, licensees, and other persons engaged in business with the DOI or having contact with the DOI or geographical areas under its jurisdiction.

Records related to investigations conducted by the OIG, include:

(1) Complaints, requests to investigate, and administrative referrals;

(2) Records of case initiation including the following data fields: case number, title of case, dates, offices/personnel assigned, summary;

(3) Documents, statements, and information of any kind gathered through investigation;

(4) Reports, correspondence, notes and memoranda generated by OIG regarding investigations; and

(5) Records on complainants, subjects, victims, witnesses that may contain the following: name, status as government employee, Social Security number, birth date, birth place, aliases, gender, citizenship, race/ethnicity, driver’s license or other identification number(s), education, financial or credit card information, spouse and family information, group affiliation(s), government and nongovernment employment information, home and mailing address(s), personal and official phone number(s), personal and official e-mail address(s), photo, and any other personal information obtained from any source relevant to the DOI OIG investigations.

As an investigative agency focusing on the activities of the DOI, the OIG collects records in this system from any relevant investigative source, including the DOI; other federal, state, and local governments, businesses, and other entities; and private parties or individual members of the public who communicate, interact with, or request assistance or services from the OIG, or who have information that is relevant to OIG investigations.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside OIG as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows.

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, or to other individuals or entities who are parties to such litigation or proceedings, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

DOI or any component of DOI;

Any other Federal agency appearing before the Office of Hearings and Appeals;

Any DOI employee or former employee acting in his or her official capacity;

Any DOI employee or former employee acting in his or her individual capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

The United States Government or any agency thereof, when DOJ determines that DOI is likely to be affected by the proceeding.

B. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record.

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information, when relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, grantee, shared service provider or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

(1) DOI OIG suspects or has confirmed that there has been a breach of the system of records;

(2) DOI OIG has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities and persons is reasonably necessary to assist in connection with the DOI's efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI OIG determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

responding to a suspected or confirmed breach; or

preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the

United States.

N. To the news media and the public, with the approval of designated OIG officials, where there is a legitimate public interest in the disclosure of the information, which may include but is not limited to, a matter under investigation or audit becomes public knowledge; or the disclosure is deemed appropriate to preserve confidence in the integrity of the OIG audit or investigative process; or to demonstrate the accountability of DOI officers, employees, or individuals covered by this system; except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To an individual or entity, to the extent necessary in order to seek information relevant to a decision by DOI concerning the hiring, assignment or retention of an individual or other personnel action, the issuance, renewal, or retention or revocation of a security clearance, the execution of a security or suitability investigation, the letting of a contract, or the issuance, retention or revocation of a license, grant, or other benefit.

P. To an individual or entity, to the extent necessary in order to seek information or assistance relevant to an OIG investigation, audit, or evaluation.

Q. To a foreign government or to DOJ regarding obligations under an international treaty, convention, or executive agreement entered into by the United States.

R. To an authorized appeal grievance examiner, formal complaints examiner, equal employment opportunity investigator, arbitrator or other person properly engaged in an investigation or settlement of an administrative grievance, complaint, claim, or appeal filed by an employee, special studies of the civil service and other merit systems, review of Human Resources or component rules and regulations, investigation of alleged or possible prohibited personnel practices, including administrative proceedings involving any individual subject of an OIG or DOI investigation, and such other functions promulgated in 5 U.S.C. 1205-06.

S. To a grand jury agent pursuant to a federal or state grand jury subpoena or in response to a prosecution request that such record or information is released for the purpose of its introduction to a grand jury.

T. To the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deductions, or other information necessary as a result of an investigation for OPM to carry out its personnel management functions and studies.

U. To Treasury and to the DOJ, when the information is subject to an ex parte court order permitting the disclosure of return or return information (26 U.S.C. 6103(b)) by the Internal Revenue Service, or when disclosure is necessary to facilitate obtaining such an order.

V. To the Office of Government Ethics for any purpose consistent with that office’s mission including the compilation of statistical data.

W. To complainants and/or victims to the extent necessary to provide such persons with information and explanations concerning the progress and/or results of the investigation or case arising from the matters of which they complained and/or of which they were a victim.

X. To an individual who has been interviewed or contacted by OIG pursuant to an audit, investigation or evaluation, OIG may provide copies of that individual's statements, testimony, or records produced.

Y. To appropriate agencies, entities, and persons when OIG determines that disclosure may prevent or minimize a risk of harm to DOI programs, personnel or property, including but not limited to a risk of loss or misuse of funds granted or paid by the DOI to any other agency, entity or person.

Z. To the Council of the Inspectors General on Integrity and Efficiency, any successor entity, and other Federal agencies and their Offices of Inspectors General, as necessary to respond to an authorized audit, investigation or review.

Paper records and all other media including but not limited to photographs, audio recordings, diskettes, and CDs are stored in file cabinets in a secured area. Electronic records are maintained on file and email servers that are protected with user account access controls and other appropriate electronic security measures, such as multi-factor authentication and data encryption at rest and during transit, and are physically located in locked facilities that are secured at all times by alarm systems and video surveillance cameras.

Records are retrievable by individual’s name, case number, or document title.

Records are retained in accordance with Office of the Secretary Records Disposal Schedule, 2802 - Investigative Records, which was approved by NARA (N1-048-10-03) Records relating to investigative reports and material pertaining allegations of violation of regulations, Departmental policy, and law are covered under 2802.2 with a temporary disposition and destroyed ten years after the completion of the investigation or action and transferred to NARA. Records selected to have historical value are covered under 2802.1 and are held permanently and transferred to NARA after twenty-five years. Records are disposed of in accordance with NARA guidelines and Departmental policy.

Access to paper records is restricted to authorized personnel on a need-to-know basis. During duty hours, paper records are located in file cabinets in OIG space occupied by authorized personnel. During non-duty hours, paper records and other physical media are maintained in locked cabinets located in appropriately secured OIG space.

Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974, as amended, 5 U.S.C. 552a; Paperwork Reduction Act of 1995, 44 U.S.C. 3501 et seq.; Federal Information Security Modernization Act of 2014, 44 U.S.C. 3551 et seq.; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Security controls include user identification, passwords, database permissions, encryption, firewalls, audit logs, network system security monitoring, and software controls.

Access to electronic records is restricted to authorized personnel who use them for official purposes. Each person granted access to the system must be individually authorized to use the system. Security of the system and records therein is maintained through the use of passwords and other electronic security measures. Passwords are changed on a cyclical basis. These computer servers are located in locked facilities that are secured at all times by alarm systems and video surveillance cameras. During non-duty hours the alarm system provides immediate notification of any attempted intrusion to OIG Information Technology personnel. All data exchanged between the servers and individual personal computers is encrypted. Backup tapes are stored in a locked and controlled room in a secure, off-site location. Measures have been taken to ensure that the handling of this information meets the requirements of the DOI Privacy Act regulations, 43 CFR 2.226.

A Privacy Impact Assessment was conducted and recently updated regarding the electronic records within the system to ensure that Privacy Act requirements are met, and appropriate privacy controls were implemented to safeguard the personally identifiable information contained in the system. The assessment verified that appropriate controls and safeguards are in place. Safeguards include, but are not limited to, a requirement restricting access to the system to authorized OIG personnel as granted by the System Manager. All personnel within OIG, including all personnel with access to records in this system, are required to complete all privacy, records management, and security training on an annual basis and sign the DOI Rules of Behavior.

DOI has exempted portions of this system from the access provisions of the Privacy Act pursuant to sections 5 U.S.C. 552a(j) and (k). OIG will make access determinations on a case-by-case basis.

To the extent that portions of this system are not exempt, an individual requesting access to their records should send a written inquiry to the System Manager identified above. DOI forms and instructions for submitting a Privacy Act request may be obtained from the DOI Privacy Act Requests website at https://www.doi.gov/privacy/privacy-act-requests. The request must include a general description of the records sought and the requester’s full name, current address, and sufficient identifying information such as date of birth or other information required for verification of the requester’s identity. The request must be signed and dated and be either notarized or submitted under penalty of perjury in accordance with 28 U.S.C. 1746. Requests submitted by mail must be clearly marked "PRIVACY ACT REQUEST FOR ACCESS" on both the envelope and letter. A request for access must meet the requirements of 43 CFR 2.238.

DOI has exempted portions of this system from the amendment provisions of the Privacy Act pursuant to sections (j) and (k). OIG will make amendment determinations on a case-by-case basis.

To the extent that portions of this system are not exempt, an individual requesting amendment of their records should send a written request to the applicable System Manager as identified above. DOI instructions for submitting a request for amendment of records are available on the DOI Privacy Act Requests website at https://www.doi.gov/privacy/privacy-act-requests. The request must clearly identify the records for which amendment is being sought, the reasons for requesting the amendment, and the proposed amendment to the record. The request must include the requester’s full name, current address, and sufficient identifying information such as date of birth or other information required for verification of the requester’s identity. The request must be signed and dated and be either notarized or submitted under penalty of perjury in accordance with 28 U.S.C. 1746. Requests submitted by mail must be clearly marked "PRIVACY ACT REQUEST FOR AMENDMENT" on both the envelope and letter. A request for amendment must meet the requirements of 43 CFR 2.246.

DOI has exempted portions of this system from the notification procedures of the Privacy Act pursuant to 5 U.S.C. 552a(j) and (k). OIG will make notification determinations on a case-by-case basis.

To the extent that portions of this system are not exempt, an individual requesting notification of the existence of records about them should send a written inquiry to the applicable System Manager as identified above. DOI instructions for submitting a request for notification are available on the DOI Privacy Act Requests website at https://www.doi.gov/privacy/privacy-act-requests. The request must include a general description of the records and the requester’s full name, current address, and sufficient identifying information such as date of birth or other information required for verification of the requester’s identity. The request must be signed and dated and be either notarized or submitted under penalty of perjury in accordance with 28 U.S.C. 1746. Requests submitted by mail must be clearly marked "PRIVACY ACT INQUIRY" on both the envelope and letter. A request for notification must meet the requirements of 43 CFR 2.235.

This system contains law enforcement investigatory records that are exempt from certain provisions of the Privacy Act, 5 U.S.C. 552a(j) and (k). In accordance with 5 U.S.C. 553(b), (c) and (e), DOI has promulgated rules separately in the Federal Register to claim exemptions for this system pursuant to 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), and (k)(5).

Pursuant to 5 U.S.C. 552a(j)(2), DOI has exempted this system from the provisions of the Privacy Act except subsections (b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7), (9), (10), and (11), and (i). DOI has also exempted portions of this system from subsections (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f) of the Privacy Act pursuant to 5 U.S.C. 552a(k)(1), (k)(2), (k)(3), and (k)(5). Additionally, when this system receives a record from another system that is exempted in that source system under 5 U.S.C. 552a(j) or (k), DOI claims the same exemptions for those records that are claimed in the primary systems of records from which they originated and any additional exemptions set forth here.

76 FR 60519 (September 29, 2011); modification published at 86 FR 50156 (September 7, 2021).

Unclassified.

The system of records is maintained by the Office of the Special Trustee for American Indians, U.S. Department of the Interior, at the following locations:

(1) Office of the Special Trustee for American Indians, 4400 Masthead Street NE, Albuquerque, New Mexico 87109;

(2) American Indian Records Repository, 17501 West 98th Street, Lenexa, Kansas 66219;

(3) Bureau of Indian Affairs, Southwest Region, Albuquerque Data Center, 1001 Indian School Road, Albuquerque, New Mexico 87109;

(4) U.S. Department of the Interior, Office of the Special Trustee for American Indians, 1849 C Street NW, Washington, DC 20240;

(5) Other program offices that are located at regional and field offices and at the offices of Indian Tribes that administer trust programs under Indian Self-Determination or Self- Governance contracts or compacts; and

(6) Offices of contractors under contract to OST.

Financial Systems Administrator, Office of the Special Trustee for American Indians, U.S. Department of the Interior, 4400 Masthead Street NE, Albuquerque, New Mexico 87109.

American Indian Trust Fund Management Reform Act of 1994, Pub. L. 103–412, 108 Stat. 4239; 25 U.S.C. 116, 117a, 117b, 117c, 118, 119, 120, 121, 151, 159, 161a, 162a; 4011, 4043(b)(2)(B), Pub. L. 93-638 Self-Governance Compacts; 25 U.S.C. 5363(d)(1); 25 CFR 1000.350; 25 CFR 1000.355; 25 CFR 1000.365.

The purpose of the system is to manage the receipt, investment, distribution, and disbursement of IIM account and Tribal trust fund income; comply with the American Indian Trust Fund Management Reform Act of 1994; and improve accountability and management of Indian funds held in trust by the Government.

Individuals covered by the system include individual Indians and Alaskan Natives (or their heirs); Tribes that compact trust programs, functions, services, and activities under Pub. L. 93-638 Self-Governance Compacts; current and former Federal employees and contractors who receive IIM account information or are IIM account holders, owners of land held in trust or restricted status by the Federal Government, officials acting in their official capacity to administer program activities, individuals owning purchasable fractional interests in land or who may be interested in participating in the Land Buy-Back Program; members of the public who make inquiries about the Cobell Settlement payments; acquaintances of IIM account holders, depositors into and claimants against IIM accounts; individuals who lease, contract, or who are permit holders on Indian lands; and individuals with whom OST conducts business.

The system also contains information about private organizations that provide contact information about individual Indian account holders whose whereabouts are unknown to OST, corporations and other business entities, which are not subject to the Privacy Act. However, information about individuals acting on behalf of corporations and other business entities may reflect personal information that may be covered by this notice.

This system maintains IIM account and Tribal trust fund account records; documents related to financial and investment activity; custodianship of investments for IIM accounts and Tribal trust fund accounts; account reconciliation information, disbursements, bonds, transfers, and historical statements of account; transaction data regarding receipts, and contact information for individuals who may know the whereabouts of unknown locations of beneficiaries; land ownership and interests in restricted or fractioned lands; official land buy-back correspondence, appraisals, maps, purchase offers, and other documents related to land consolidation efforts and program activities; and, Tribal trust evaluation data and documentation. The records from Tribes and the Bureau of Indian Affairs (BIA) are used to evaluate compliance with Federal regulations, statutes, and policies in the management of Indian trust programs, and identify names of Tribes or trust beneficiaries associated with the ownership of trust assets, leases, court orders, or other trust related transactions and documentation. The data regarding IIM accounts that may be obtained from the OST Accounting Reconciliation Tool (ART) system, Trust Funds Accounting System (TFAS) and the BIA Trust Asset and Accounting Management system (TAAMS). Records in the system may include IIM account numbers, bank routing and account numbers, names, aliases or other names used, mother’s maiden name, child or dependent information, guardianship information, gender, date of birth, age, date of death, emergency contact information, marital status, spouse information, medical information, disability information, mailing, home, and email addresses, telephone and cell phone numbers, driver’s license, Social Security numbers (SSNs), truncated SSNs, and taxpayer identification numbers, Tribal Enrollment Number, Tribal affiliation (membership), other Tribal identification number, blood quantum, and Tribal trust account codes.

Records in the system are obtained from individual Indians and Alaskan Natives (or their heirs), Indian Tribes, current and former Federal employees and contractors who receive IIM account information or are IIM account holders. Records and financial data in this system are also obtained from the OST ART, TFAS, and other DOI Bureaus and Offices including BIA, Office of Natural Resources and Revenue (ONRR), Bureau of Land Management (BLM), Office of Hearings and Appeals (OHA), and the Office of the Secretary (OS). Information may also be obtained from the Department of Justice (DOJ), Department of the Treasury, and other Federal, state and local agencies, and Tribes; Courts of competent jurisdiction, including Tribal courts; and, private financial, business institutions, and entities.

This system also obtains information from members of the public, including individuals who make inquiries about Cobell Settlement payments, acquaintances of IIM account holders who may know the whereabouts of otherwise unknown locations of beneficiaries, depositors into and claimants against IIM accounts, individuals who lease, contract, or who are permit holders on Indian lands and individuals with whom OST conducts business. Information may also be received from private organizations about individual Indian account holders whose whereabouts are unknown to OST and correspondents, beneficiaries, landowners, and members of the public who participate or are interested in land consolidation or related program activity.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information maintained in this system may be disclosed to authorized entities outside DOI for purposes determined to be relevant and necessary as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

(1) DOI or any component of DOI;

(2) Any other Federal agency appearing before the Office of Hearings and Appeals;

(3) Any DOI employee or former employee acting in his or her official capacity;

(4) Any DOI employee or former employee acting in his or her individual capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

(5) The United States Government or any agency thereof, when DOJ determines that DOI is likely to be affected by the proceeding.

B. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record.

C. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

D. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

E. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

F. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

G. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

H. To an expert, consultant, grantee, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

I. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of records;

(2) DOI has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

J. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(1) responding to a suspected or confirmed breach; or

(2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

K. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

L. To the Department of the Treasury, as needed, in the performance of their official duties to disburse trust funds and to issue disbursements, Explanation of Payment (EOP) reports, Statements of Performance (including Assets), IRS Form 1099s, Osage Headwright Owner’s Share of Income, Deductions, etc., and BIA invoices for the use or sale of Indian trust lands and resources.

M. To agency contractors who have been engaged to assist the Government in the performance of a contract, grant, cooperative agreement, or other activity related to this system or records and who need to have access to the records in order to perform the activity.

N. To Indian Tribes entering into a contract or compacts of the trust funds management functions under the Indian Self-Determination and Education Assistance Act, as amended.

O. To any of the following entities or individuals, when the entity or individual makes a written request for information of owners of any interest in trust or restricted lands, location of the parcel, and the percentage of undivided interest owned by each individual.

(1) To other owners of interests in trust or restricted lands within the same Indian Reservation.

(2) To Tribes that exercise jurisdiction over the land where the parcel is located or any person who is eligible for membership in a Tribe.

(3) To any person that is leasing, using or consolidating, or is applying to lease, use or consolidate trust or restricted land or the interest in trust or restricted lands.

P. To Indian Tribes entering into a contract or compacts of real estate or title functions under the Indian Self-Determination and Education Assistance Act, as amended.

Q. To Indian Tribes (including employees) who

(1) operate, or are eligible to operate, land consolidation activities on behalf of

DOI,

(2) agree to non-disclosure, and

(3) submit a request in writing, upon a determination by DOI that such activities shall occur on the Tribe’s Reservation within six months or less and when the information relates to owners of fractionated land. Information disclosed may include, but is not limited to, the following:

(a) Contact information (telephone number, email address);

(b) Relevant personal characteristics of the owner (age, Tribal membership, living/deceased);

(c) Type of ownership, i.e., type of interest, if interest is purchasable; and

(d) Transaction status, i.e., has an offer been sent, accepted or rejected, is the owner a willing seller.

R. To the lineal descent, heir, or devisee of a deceased individual covered by the system or to any other person entitled to the deceased’s trust assets.

S. To IIM account owners, their heirs, guardians, or agents.

T. To members of the public, the names of IIM account holders whose whereabouts are unknown and OST is seeking a current address.

U. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

V. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

W. To the Department of the Treasury to recover debts owed to the United States.

Disclosure To Consumer Reporting Agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made from this system to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Act of 1966 (31 U.S.C. 3701(a)(3)).

Records are maintained in any medium including paper, electronic, microfilm, microfiche, imaged, and computer printout form. Original input documents are stored in standard office filing equipment and/or imaged documents on magnetic media which prepare and provide input documents and information for data processing. Paper records are maintained in file folders stored within locking file cabinets or locked areas in secured facilities with controlled access. Electronic records are stored in computers, removable drives, storage devices, electronic databases, and other electronic media under the control of OST.

Records are retrieved by individual names; SSNs; IIM or Tribal trust funds account numbers; Tribe, Tribal enrollment or census numbers; Tribal codes, electronic ticket numbers; contact names; call numbers or incident numbers; Tax Identification Number (TIN); IIM or Tribal trust fund account number and identifiers may also be linked to an individual appraisal, parcel, or encumbrance on ownership.

Records in this system are covered by the Indian Affairs Records Schedule (IARS) records series 6100 and 9000 approved on June 28, 2006 by the National Archives and Records Administration (NARA) Job No. N1–075–04–7 and Job. No. N1–075–06–8. The Indian Fiduciary Financial Trust records are cut off at the end of the fiscal year, maintained in the office two years after cut off, and then retired to the American Indian Records Repository (AIRR), Federal Records Center, Lenexa, Kansas. Record retention periods vary based on the type of record under the appropriate 6100 and 9000 records series. Subsequent legal transfer of the records to the National Archives of the United States will be in accordance with the signed Standard Form 258, Agreement to Transfer Records to the National Archives of the United States. Historical Trust Accounting records are cut off at fiscal year-end, maintained in the office of records for a maximum of 5 years after cut off, and then retired to the AIRR, Federal Records Center, Lenexa, Kansas. Subsequent legal transfer of the records to the National Archives of the United States will be as jointly agreed to between the U.S. Department of the Interior and NARA. Temporary records are maintained and disposed of in accordance with the General Records Schedule or the Departmental Records Schedule (DRS) for the appropriate record type (including data backup tapes or copies).

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. During normal hours of operation, paper records are maintained in locked file cabinets in secure locations under the control of authorized personnel. Computer servers on which electronic records are stored are located in secured DOI controlled facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Access granted to authorized personnel is password-protected, and each person granted access to the system must be individually authorized to use the system. A Privacy Act Warning Notice appears on computer monitor screens when records containing information on individuals are first displayed. Data exchanged between the servers and the system is encrypted. Backup tapes are encrypted and stored in a locked and controlled room in a secure, off-site location.

Computerized records systems follow the National Institute of Standards and Technology standards as developed to comply with the Privacy Act of 1974, 5 U.S.C. 552a, Paperwork Reduction Act of 1995, 44 U.S.C. 3501-3521; Federal Information Security Modernization Act of 2014, 44 U.S.C. 3551-3558; and the Federal Information Processing Standards 199; Standards for Security Categorization of Federal Information and Information Systems. Security controls include user identification, passwords, database permissions, encryption, firewalls, audit logs, and network system security monitoring, and software controls.

Access to records in the system is limited to authorized personnel who have a need to know to access the records in the performance of their official duties. Electronic data is protected through identification, passwords, database permission and software controls. Such security measures establish different access levels for different types of users associated with pre-defined groups and/or bureaus. Each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. Access can be restricted to specific functions (i.e., create, update, delete, view, assign permissions) and is restricted utilizing role-based access. Authorized users are required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior. Contract employees with access to the system are monitored by the Contracting Officer’s Representative and agency Security Manager. A Privacy Impact Assessment was conducted to ensure that Privacy Act safeguard requirements are met and appropriate privacy controls and safeguards are in place.

An individual requesting records on himself or herself should send a signed, written request to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked ‘‘PRIVACY ACT REQUEST FOR ACCESS.’’ A request for access must meet the requirements of 43 CFR 2.238. Provide the following information with your request:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias(es);

(c) Social Security number;

(d) Mailing address;

(e) Tribe, IIM account number, Tribal enrollment, or census number;

(f) BIA home agency;

(g) Time period(s) during which the records may have been created or maintained, to the extent known by you; and

(h) Description or identification of the records you are requesting (including whether you are asking for a copy of all of your records or only a specific part of them) and the maximum amount of money that you are willing to pay for duplication.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246. Provide the following information with your request:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias(es);

(c) Social Security number;

(d) Mailing address;

(e) Tribe, IIM account number, Tribal enrollment, or census number;

(f) BIA home agency;

(g) Time period(s) during which the records may have been created or maintained, to the extent known by you;

(h) Specific description or identification of the record(s) you are contesting and the reason(s) why you believe the record(s) are not accurate, relevant, timely, or complete; and

(i) Copy of documents or evidence in support of (h) above.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked ‘‘PRIVACY ACT INQUIRY.’’ A request for notification must meet the requirements of 43 CFR 2.235. Provide the following information with your request:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias(es);

(c) Social Security number;

(d) Mailing address;

(e) Tribe, IIM account number, Tribal enrollment, or census number;

(f) BIA home agency; and

(g) Time period(s) during which the records may have been created or maintained, to the extent known by you.

None.

80 FR 1043 (January 8, 2015).

This system is located in the Office of the Chief Information Officer, Office of the Special Trustee for American Indians (OST), 4400 Masthead NE, Albuquerque, NM. Information contained in the system will be made available electronically to OST offices in Albuquerque, NM; at the American Indian Records Repository (AIRR) in Lenexa, KS; and at OST and Bureau of Indian Affairs (BIA) field offices.

Individuals whose names and other identifying information appear in file folders from inactive BIA and OST records being retired to the American Indian Records Repository. Future information may include individual Indian-related financial records from other Departmental bureaus or offices.

The system consists of (1) Indices bearing the names of the individuals and/or any other identifiers that were included on the file folder label created by the originating office; (2) the type of records in the folder: (3) where the records originated; (4) date ranges of the information; (5) records management information; and (6) miscellaneous information associated with the storage box. It is noted that this system does not maintain the contents of the administrative or program file folder. Its purpose is to identify folders in boxes and provide brief summaries of the document types in file folders for financial records only.

This system of records is maintained under the authority 44 U.S.C. 3101; 44 U.S.C. 3102; and 5 U.S.C. 301.

The system's main purposes are to: (1) Create a file level listing of the contents of boxes containing inactive records as a quick finding aid, complementing the Standard Form 135 Records Transmittal and Receipt created when records are retired; and (2) provide authorized parties with a tool to search a file level index of all inactive records stored at the American Indian Records Repository (AIRR) in Lenexa, KS.

Disclosures outside the DOI may be made to:

(1) Indian Tribal account holders or their heirs, if deceased; (2) contractors who service and maintain the system for the Department; (3) an expert, consultant, or contractor (including employees of the contractor) of DOI that performs, on DOI's behalf, research and other services requiring access to these records in order to fulfill the purposes for which the underlying documents were created; (4) parties authorized to perform searches to locate official files in order to fulfill the purposes for which the underlying files were created ; (5)(a) any of the following entities or individuals, when the circumstances set forth in (b) are met:

(i) The Department of Justice (DOJ);

(ii) A court, adjudicative or other administrative body;

(iii) A party in litigation before a court or adjudicative or administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any DOI employee acting in his or her official capacity;

(C) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(D) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled.

(6) To a congressional office in response to a written inquiry of an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the congressional office about the individual.

(7) To the appropriate Federal agency that is responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation or order, when we become aware of an indication of a violation or potential violation of the statute, rule, regulation or order.

(8) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files, in support of the functions for which the records were collected and maintained.

(9) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2903 and 2904.

(10) To state and local governments and tribal organizations to provide information needed in response to court order, and/or discovery purposes related to litigation.

(11) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Disclosure to consumer reporting agencies:

Pursuant to 5 U.S.C. 552a(b)12, records can be disclosed to consumer reporting agencies as they are defined in the Fair Credit Reporting Act.

Storage:

Records are stored in electronic media on hard disks, magnetic tapes and compact disks and paper media.

Information stored in BISS is full text indexed and can be searched by any significant textual item (words and/or numbers) or combination of textual items as well as by any field in the database.

Maintained in accordance with the Department of the Interior Privacy Act regulations for safeguarding of information (43 CFR 2.51). A Privacy Impact Assessment was completed. Management controls and Rules of Behavior were developed to ensure security controls.

Records relating to persons covered by this system are retained in accordance with the 16BIAM and other respective bureau/office records retention schedules. The system is scheduled for permanent retention.

Office of Trust Records, Department of the Interior, 4400 Masthead NE., Albuquerque, NM 87109.

An individual requesting notification of the existence of records on him or herself in the BISS should address his/her request to the System Manager above. The request must be in writing and signed by the requester and include his or her mailing address and social security number (See 43 CFR 2.60). Note, this system does not maintain the contents of the administrative or program file folder that is being transferred to the records center, and serves solely as a locator tool.

See procedures above and 43 CFR 2.63.

See procedures above and 43 CFR 2.71.

Information in this system is obtained from BIA and OST administrative and program records. Future record holdings in AIRR may include Indian-related financial records from other Departmental bureaus or offices.

None.

Unclassified.

(1) Director’s Office and Appeals Boards, Office of Hearings and Appeals, 801 N. Quincy Street, Suite 300, Arlington, Virginia 22203.

(2) Probate Hearings Division, Office of Hearings and Appeals, BIA Building II, 1011 Indian School Road NW, Room 322, Albuquerque, New Mexico 87104.

(3) Departmental Cases Hearings Division, Office of Hearings and Appeals, 351 South West Temple St., Suite 6.300, Salt Lake City, Utah 84101.

Individuals involved or otherwise identified in hearings and appeals proceedings before the Office of the Director, Appeals Boards, and Hearings Divisions of OHA.

Records in this system include information assembled in case files and docket systems pertaining to individuals involved in the categories of hearings and appeals proceedings listed below. The types of records vary from category to category and case to case, but may include correspondence, pleadings, and briefs; administrative record materials, other documentary evidence, and transcripts of testimony; notices, orders, and decisions issued by administrative law judges, administrative judges, and other deciding officials; and associated docket cards and docket system data entries. During the active consideration of a case, records may also include deliberative process materials such as a judge’s notes, draft orders or decisions, and comments on such drafts from other judges or staff. Records in the system may contain names, addresses, telephone numbers, family relationship information (including adoption and foster care relationship information), tribal enrollment information, and dates of birth of individuals involved or otherwise identified in hearings and appeals.

Categories of hearings and appeals proceedings covered by OS-09:

(1) Indian probate matters, considered and decided by the Probate Hearings Division, including determination of heirs, approval of wills, allowance of claims, and the purchase of decedents’ interests in trust and restricted lands; and appeals in such matters, considered and decided by the Interior Board of Indian Appeals (IBIA).

(2) Heirship determinations under the White Earth Reservation Land Settlement Act of 1985, considered and decided by the Departmental Cases Hearings Division (DCHD); and appeals in such matters, considered and decided by IBIA.

(3) Appeals pertaining to administrative actions of the Bureau of Indian Affairs, considered and decided by IBIA.

(4) Contest proceedings and other hearings relating to the use and disposition of public lands and their resources, considered and decided by the DCHD, including land selections arising under the Alaska Native Claims Settlement Act; appeals in such matters, considered and decided by the Interior Board of Land Appeals (IBLA); and appeals from decisions of the Bureau of Land Management relating to the use and disposition of public lands and their resources, considered and decided by IBLA.

(5) Appeals from decisions of Departmental officials relating to the use and disposition of mineral resources in certain acquired lands of the United States and in the submerged lands of the Outer Continental Shelf, considered and decided by IBLA.

(6) Hearings in appeals relating to surface coal mining and reclamation operations, considered and decided by the DCHD; appeals in such matters, considered and decided by IBLA; and appeals from decisions of the Office of Surface Mining Reclamation and Enforcement relating to surface coal mining and reclamation operations, considered and decided by IBLA.

(7) Hearings related to mandatory conditions and prescriptions proposed for inclusion in hydropower licenses, considered and decided by the DCHD.

(8) Hearings and appeals in various matters considered and decided by the Director or his or her designees, including employee debt collection matters, requests for waiver of claims for erroneous payments, determinations of employee liability for loss or damage to government property, adjustment of rental rates for government quarters, acreage limitations under the Reclamation Reform Act, Relocation Assistance Act claims, enforcement actions under the Indian Gaming Regulatory Act, and Director’s review matters under 43 CFR 4.5(b).

(9) Any other hearings or appeals proceedings conducted by OHA under statutes or Departmental regulations providing for a hearing and/or a right to appeal within the Department.

5 U.S.C. 301, 551 et seq.; 16 U.S.C. 791 et seq.; 25 U.S.C. 2, 9, 372, 373, 373a, 373b, 374, 2201 et seq.; 30 U.S.C. chap. 2, 3, 3A, 5, 7, 16, 23, 25 and 29; 41 U.S.C. 7101 et seq.; 43 U.S.C. 315a, 1201, 1331 et seq., 1601 et seq., 1701 et seq.; 43 CFR parts 4, 30, and 45.

The primary purpose of the Hearings and Appeals Files system of records is to support administrative determinations and adjudications assigned to OHA. Final opinions rendered in the adjudication of cases will be disclosed outside DOI as required by law and regulation (5 U.S.C. 552(a)(2), 43 CFR 2.1(g); 2.67(b)). In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1) To parties and their authorized representatives, as well as intervenors, witnesses, parties’ family members, any other persons whose connections to the parties and/or the proceedings could warrant attendance and/or participation at a hearing, and authorized representatives of any of these additional persons, upon request or in the course of case adjudication, including persons in attendance at formal hearings (e.g., parties’ family members), when the disclosure involves documents of record in the proceeding, including service lists but excluding documents protected from disclosure under 43 CFR 4.31.

(2) To the public of case docket lists that provide limited information on pending cases, e.g., docket number, case title, and docketed date.

(3) To the public of decisions and orders that are not required to be disclosed under 5 U.S.C. 552(a)(2), e.g., ALJ decisions and orders and IBLA orders, either in their original form or as redacted, if:

(i) Such disclosure would not cause a clearly unwarranted invasion of personal privacy; and

(ii) Such documents would not otherwise be exempt from disclosure under 5 U.S.C. 552(b).

(4)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before OHA;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(5) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(6) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(7) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(8) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To representatives of the National Archives and Records Administration to

conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906. (10) To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(11) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

(12) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department’s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(13) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(14) To the Department of the Treasury to recover debts owed to the United States.

(15) To agency contractors, grantees, or volunteers for DOI or other Federal Departments who have been engaged to assist the Government in the performance of a contract, grant, cooperative agreement, or other activity related to this system of records and who need to have access to the records in order to perform the activity.

(16) To the news media and the public, with the approval of the Public Affairs Officer in consultation with Counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy or otherwise violate the FOIA.

Disclosure to consumer reporting agencies:

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 U.S.C. 3701(a)(3)).

Storage:

Case file records in manual form are maintained in file folders. Electronic records, including those created for the purpose of tracking case files, are maintained on the OHA computer network in user-authenticated, password-protected systems that are compliant with the Federal Information Security Management Act. All records are accessed only by authorized personnel who have a need to access the records in the performance of their official duties.

Both manual and electronic records are retrieved by the name of the appellant, claimant, or other party, or by designated OHA docket number.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security rules and policies. Most of the records covered by this notice are in paper form. Access is provided on a need-to-know basis. Manual records are maintained in locked file cabinets located in secured rooms or DOI facilities. Electronic data are protected through user identification, passwords, database permissions, and software controls. Computers and storage media are encrypted in accordance with DOI security policy. Computers containing files are password protected to restrict unauthorized access. The DOI computers and servers storing this information are located in secured DOI facilities with access codes, security codes, and security guards. Access to electronic data is limited to DOI personnel who have a need to know the information for the performance of their official duties.

Personnel authorized to access systems must complete all Security, Privacy, and Records Management training and sign the DOI Rules of Behavior. A separate Privacy Impact Assessment for the electronic database (the OHA Docket Management System) has been conducted to ensure appropriate controls and safeguards are in place to protect the information within the system.

Records other than Indian trust records are retained and disposed of in accordance with the OHA Records Disposal Schedule, which has been approved by the National Archives and Records Administration (Job No. N1-048-07-4), and the Office of the Secretary Records Disposal Schedule. The disposition is temporary. The disposition schedule varies, but most records are destroyed or deleted 7 years after closure of agency business. Paper records are disposed of by shredding or pulping, and records contained on electronic media are degaussed or erased in accordance with 384 Departmental Manual 1.

Indian trust records are retained in accordance with a schedule, "Office of Hearings and Appeals - Trust Case Files," that has been approved by the National Archives and Records Administration (Job No. N1-048-10-8). The disposition is permanent.

Director, Office of Hearings and Appeals, U.S. Department of the Interior, 801 N. Quincy Street, Suite 300, Arlington, Virginia 22203.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

Records in the system contain information submitted by individuals involved in hearings and appeals, including but not limited to appellants, claimants, intervenors, witnesses, government and Tribal officials, and other persons involved in the proceedings.

None.

Unclassified.

Records in this system are maintained and centrally managed by the Department of the Interior, Bureau of Safety and Environmental Enforcement (BSEE), 1849 C Street NW, Washington, DC 20240. Records are also located at BSEE regional offices and regional sub-offices, and at DOI contractor locations. A current listing of these offices may be obtained by writing to the System Manager or by visiting the BSEE Web site at http://www.bsee.gov.

CMS System Administrator, Bureau of Safety and Environmental Enforcement, National Investigations Program, 45600 Woodland Rd, Mail Stop VAE-DIR-SIID, Sterling, VA 20166.

Outer Continental Shelf Lands Act of 1953, 43 U.S.C. 1331-1356b; and Oil and Gas and Sulphur Operations in the Outer Continental Shelf, 30 CFR 250.

The primary purpose of the CMS system of records is to conduct and document incident investigations related to operations on the OCS. CMS is used to manage known and suspected civil violations; capture, integrate, and share incident-related information and observations from other sources; measure performance of investigative programs and management of investigations; meet incident reporting requirements; analyze and prioritize investigative efforts; provide information to justify funding requests and expenditures; provide employee training; provide referrals to appropriate criminal law enforcement agencies for individuals suspected of committing crimes on or in support of activities conducted on the OCS; collect and preserve evidence; and investigate and prevent injuries on the OCS.

Individuals covered in the system include current and former BSEE employees, potential employees, and contractors; other employees and contractors of Federal, tribal, state, and local law enforcement organizations; complainants, informants, suspects, and witnesses; members of the general public, including individuals and/or groups of individuals involved with incidents related to operations on the OCS; and individuals or corporations being investigated due to their involvement in incidents occurring on the OCS.

The system includes incident reports, investigative activity reports, personnel records, investigative training records, and records related to incidents occurring on the OCS. Records may contain the following information: names, Social Security numbers, gender, date of birth, place of birth, citizenship status, race or ethnicity, home and work addresses, personal and official phone numbers, personal and official email addresses, emergency contact information, other contact information, medical information, work history, educational history, affiliations, employer information, associated case or activity number, identification numbers assigned to individuals, and other data that may be included in records compiled during investigations.

Incident reports and records may include attachments such as photos, videos, sketches, audio recordings, email and text messages, medical reports, personnel records, written statements, witness interviews, depositions, evidence and information obtained in the course of an investigation, evidence in support of the Action Referral Memoranda and Case Closure Memoranda, administrative agreements, action determinations, company documentation, and other documents related to incidents occurring on the OCS. Incident reports may also include information concerning criminal activity and documentation related to the response and outcome of an incident. Records in this system also contain information concerning Federal, tribal, state and local law enforcement officers such as an officer’s name, contact information, station, and career history.

This system may also contain the names and addresses of business entities, which are not subject to the Privacy Act. However, records pertaining to individuals acting on behalf of corporations and other business entities may reflect personal information that is covered by this system of records notice.

Sources of information in the system include Department, bureau, office and program officials, employees, contractors, and other individuals who are associated with or represent DOI; officials from other Federal, tribal, state and local law enforcement organizations, including DOJ, the Federal Bureau of Investigation, and the Department of Homeland Security, among others; and complainants, informants, suspects, victims, and witnesses.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

(1) DOI or any component of DOI;

(2) Any other Federal agency appearing before the Office of Hearings and Appeals;

(3) Any DOI employee or former employee acting in his or her official capacity;

(4) Any DOI employee or former employee acting in his or her individual capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

(5) The United States Government or any agency thereof, when DOJ determines that DOI is likely to be affected by the proceeding.

B. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record.

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, grantee, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of records;

(2) DOI has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(1) responding to a suspected or confirmed breach; or

(2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the United States.

N. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To DOJ, the Federal Bureau of Investigation, the Department of Homeland Security, and other Federal, state and local law enforcement agencies for the purpose of reporting possible violations of Federal laws and regulations, referring criminal related activities, and providing information exchange on law enforcement activity.

P. To agency contractors, grantees, or volunteers for DOI or other Federal agencies that assist in the performance of a contract, grant, cooperative agreement, or other activity related to this system of records and who need to have access to the records in order to perform the activity.

Q. To any of the following entities or individuals for the purpose of providing information on incident investigations, personal injuries, or the loss or damage of property:

(1) Individuals involved in such incidents;

(2) Persons injured in such incidents;

(3) Owners of property damaged, lost or stolen in such incidents, and/or representatives, administrators of estates, and/or attorneys.

The release of information under these circumstances should only occur when it will not interfere with ongoing investigations or law enforcement proceedings; risk the health or safety of an individual; or reveal the identity of an informant or witness that has received an explicit assurance of confidentiality. Also, Social Security numbers and other sensitive identifying personal information should not be released under these circumstances unless this information belongs to the individual requestor.

R. To any criminal, civil, or regulatory authority (whether Federal, state, territorial, local, tribal or foreign) for the purpose of providing background search information on individuals for legally authorized purposes, including but not limited to background checks on individuals residing in a home with a minor or individuals seeking employment opportunities requiring background checks.

Disclosure to consumer reporting agencies:

None.

Records are stored in electronic media and paper files. All records are accessed only by authorized personnel who have a need to access the records in the performance of their official duties. Paper records are contained in file folders and stored in locked file cabinets. Records obtained in a paper format and converted into electronic files in CMS may be temporarily stored or accessed on DOI network computers, email systems, and approved removable hard drives.

Information may be retrieved by first name, middle name, or last name, home and work addresses, personal and official phone numbers, personal and official email addresses, employer information, and associated case or activity number.

Records in this system are maintained under BSEE Bucket 5 – Regulatory Oversight and Stewardship (N1-473-12-5), which has been approved by NARA. Records maintained under Item 5F(2)(a), Major Incident Investigative Records, include final reports that document major incidents requiring investigative panels and other reports selected as significant by BSEE, and have a permanent retention. Electronic records are transferred to NARA 15 years after cut-off, and hardcopy reports are transferred to NARA 25 years after cut-off. Records maintained under Item 5F(2)(b), All Other Incident Investigative and Related Records, include records that do not result in the appointment of a panel or are not selected as significant by BSEE. These records have a temporary disposition and are destroyed 25 years after cut-off. Other administrative records are maintained under BSEE Bucket-1, Administrative Records (N1-473-12-001), which has been approved by NARA. Records maintained under Item IG(1), Administrative Function Files/Audits and Investigation Files, have a temporary disposition, and are cut off at the end of the fiscal year when activity is completed and destroyed 10 years after cut off. Approved disposition methods for temporary records include shredding or pulping paper records, and erasing or degaussing electronic records in accordance with NARA guidelines and Departmental policy.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security rules and policies. During normal hours of operation, paper records are maintained in locked file cabinets under the control of authorized personnel. Computerized records systems follow the National Institute of Standards and Technology standards as developed to comply with the Privacy Act of 1974, 5 U.S.C. 552a; Paperwork Reduction Act of 1995, 44 U.S.C. 3501-3521; Federal Information Security Modernization Act of 2014, 44 U.S.C. 3551-3558; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Computer servers in which electronic records are stored are located in secured contractor facilities with physical, technical and administrative levels of security to prevent unauthorized access to the network and information assets. Security controls include encryption, firewalls, audit logs, and network system security monitoring.

Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties. Electronic data is protected through user identification such as usernames, passwords, database permissions and software controls. These security measures establish different access levels for different types of users. Each user’s access is restricted to only the functions and data necessary to perform their job responsibilities.

System administrators and authorized users are trained and required to follow established internal security protocols, complete all security, privacy, and records management training, and sign the DOI Rules of Behavior. Contract employees with access to the system must also complete mandatory security and privacy training, sign DOI Rules of Behavior, and are monitored by their Contracting Officer Representative and the agency Security Manager.

DOI has exempted portions of this system from the access procedures of the Privacy Act pursuant to 5 U.S.C. 552a(k)(2). DOI will make access determinations on a case by case basis.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

DOI has exempted portions of this system from the amendment procedures of the Privacy Act pursuant to 5 U.S.C. 552a(k)(2). DOI will make amendment determinations on a case by case basis.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

DOI has exempted portions of this system from the notification procedures of the Privacy Act pursuant to 5 U.S.C. 552a(k)(2). DOI will make notification determinations on a case by case basis.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

This system contains civil and administrative law enforcement investigatory records that are exempt from certain provisions of the Privacy Act, 5 U.S.C. 552a(k)(2). Pursuant to 5 U.S.C. 552a(k)(2) of the Privacy Act, DOI has exempted portions of this system from the following subsections of the Privacy Act: (c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). In accordance with 5 U.S.C. 553(b), (c) and (e), DOI promulgated a rule, which was published in the Federal Register at 85 FR 1282 (January 10, 2020), to amend the DOI Privacy Act regulations at 43 CFR 2.254 to claim exemptions for this system.

Additionally, the CMS may contain records from numerous sources compiled for investigatory purposes. To the extent that copies of records from other source systems of records are exempt from certain provisions of the Privacy Act, DOI claims the same exemptions for those records that are claimed for the original primary systems of records from which they originated.

The exemptions from one or more provisions of the Privacy Act may be waived on a case-by-case basis where a release would not interfere with or adversely affect investigations or enforcement activities.

81 FR 67386 (September 30, 2016).

None.

U.S. Department of the Interior, Office of the Secretary, Labor/Employee Relations and Systems Group, MS 5221 MIB, Washington, DC 20240.

(1) Present and former employees of the Department of the Interior who voluntarily apply for a child care subsidy, their spouses, and children who are enrolled in government-subsidized child care.

(2) Child-care providers of these employees.

The information collected will include the employee's name, spouse's name, employee's title, grade, and salary, the employee's home and work telephone numbers, the employee's home and work addresses, the organization in which the employee works, the employee's Social Security Number, the spouse's Social Security Number, the employee's tax returns, the spouse's tax returns, the name and Social Security Number of the child on whose behalf the parent is applying for a subsidy, the child's date of birth, the date of entry into the Child Care Subsidy Program, and the amount of subsidy received; the name, address, telephone number, employer identification number (EIN), license and accreditation status of the child care center in which the employee's child(ren) is (are) enrolled, and the dates of attendance.

Pub. L. 105-554, section 633 and Executive Order 9397.

The primary use of the records maintained in this system is to establish and verify Department of the Interior employees' eligibility for child care subsidies in order to provide monetary assistance to them. Other uses of the records in the system include verifying the eligibility of child care centers and verifying compliance with regulations.

Disclosures outside the Department of the Interior may be made under the routine uses listed below without the consent of the individual if the disclosure is compatible with the purposes for which the record was collected.

(1) To an expert, consultant, or contractor (including employees of the contractor) of the Department that performs, on the Department's behalf, services requiring the use of these records.

(2) To child care providers, in order to verify a covered child's dates of attendance at the provider's facility.

(3) The Department of Justice, or to a court, adjudicative or other administrative body, or to a party in litigation before a court or adjudicative or administrative body, when:

(a) One of the following is a party to the proceeding or has an interest in the proceeding:

(1) The Department or any component of the Department;

(2) Any Departmental employee acting in his or her official capacity;

(3) Any Departmental employee acting in his or her individual capacity where the Department or the Department of Justice has agreed to represent the employee, or

(4) The United States, when the Department determines that the Department is likely to be affected by the proceeding; and

(b) The Department deems the disclosure to be:

(1) Relevant and necessary to the proceedings; and

(2) Compatible with the purpose for which we compiled the information.

(4) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the Department becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

(5) To a congressional office in response to an inquiry an individual has made to the congressional office.

(6) To the Office of Personnel Management or the General Accounting Office when the information is required for evaluation of the child care subsidy program.

(7) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Disclosure to consumer reporting agencies:

Not applicable.

Storage:

Records are stored both in file folders, and in electronic form, in computer systems.

Records are retrieved by the names and Social Security Numbers of employees applying for child care subsidies.

Access to records in the system is limited to authorized personnel whose official duties require such access. Paper records are maintained in locked metal file cabinets and/or in secured rooms. Electronic records are password-protected and maintained with safeguards meeting the security requirements of 43 CFR 2.51.

Records are retained and disposed of in accordance with National Archives and Records Administration guidelines and authorized Office of the Secretary records schedules.

Team Leader, Labor/Employee Relations and Systems Group, Office of the Secretary, U.S. Department of the Interior, MS 5221 MIB, Washington, DC 20240.

Inquiries regarding the existence of records contained in the system should be addressed to the System Manager. The request must be in writing, signed by the requester, include the requester's full name and Social Security Number, and meet the content requirements of 43 CFR 2.60.

A request for access to records contained in the system should be addressed to the System Manager. The request must be in writing, signed by the requester, include the requester's full name and Social Security Number, and meet the content requirements of 43 CFR 2.62.

A petition for amendment of records contained in the system should be addressed to the System Manager. The request must be in writing, signed by the requester, include the requester's full name and Social Security Number, and meet the content requirements of 42 CFR 2.71.

Applications for child care subsidies and supporting records, which are voluntarily submitted by Interior employees applying for child care subsidies.

None.

Data covered by this system are maintained at the following locations:

(1) Bureau of Land Management, Salem District Office, 1717 Fabry Road, SE., Salem, OR 97306;

(2) Bureau of Reclamation, Finance and Accounting Division, Denver Federal Center, Building 67, 13th Floor, Denver, CO 80225-0007;

(3) National Park Service, Land Resources Division, 1201 Eye Street, NW., Washington, DC 20005; and

(4) U.S. Fish and Wildlife Service, Division of Realty, 4401 N. Fairfax Drive, Suite 622, Arlington, VA 22203.

The system covers individuals and businesses that are displaced as a result of Federal real estate acquisition.

(1) The information collected for residential relocations from Claim for Relocation Payments--Residential, DI-381, includes the name, social security number, address, telephone number, and occupancy status of the claimant; dwelling type; number of rooms; names, gender, relationship and age of all household members; relocated address and date of relocation; replacement housing or rental payments including moving cost, storage costs, and advance payments received; average household monthly income; incidental expenses including legal and closing costs; title search fee; notary fee; recording and surveying fees; transfer taxes; home inspection fee; and computation of relocation benefit.

(2) For nonresidential relocations, the information collected from Claim for Relocation Payments--Nonresidential, DI-382, includes the name, social security number or tax identification number, address, and phone number of the claimant; the type of business; type of ownership; citizenship status; dates of business operation; replacement business address; moving, storage and search expenses; direct loss of personal property as a result of the move or discontinuing the business; reestablishment expenses; and computation of relocation benefit.

The Office of Management and Budget has approved these two forms under information collection 1084-0010, which is discussed at 71 FR 11219, published March 6, 2006.

42 U.S.C. 4601 et seq., the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended.

The primary use of the records maintained in this system is to establish the amount of benefits due an individual or business displaced by Federal real estate acquisition.

Disclosures outside the Department of the Interior (DOI) may be made:

(1) To authorized title companies and closing agents for title policies and closings.

(2) To the United States Department of Justice for preliminary and final title opinions and condemnation proceedings.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal, or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(5) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(6) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(7) To the Department of the Treasury to effect payment to Federal, state, and local government agencies, nongovernmental organizations, and individuals, or to recover debts owed to the United States.

(8) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities, and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(9) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing, or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(10) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(11) To state and local government and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(12) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(13) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(14) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 U.S.C. 3701(a)(3)).

Storage:

Records are maintained in manual files. The Forms DI-381 and DI-382 are maintained in paper form because of the need to have actual signatures. Electronic records where applicable will generally contain only ancillary data such as e-mail communications pertaining to the actual system of records, which is a paper system. Such ancillary electronic records are stored on magnetic media at the various computer processing centers. Manual file documents are stored in standard office filing equipment in locked rooms.

Records are indexed by Bureau assigned project numbers and individual or business name, as applicable.

Uniform Relocation Assistance Program Records are maintained with safeguards meeting the requirements of 43 CFR 2.51 for manual and computerized records. Access to records is limited to authorized personnel whose official duties require such access.

(1) Physical Security: Paper records are maintained in locked file cabinets and/or in secured rooms in Federal government offices with appropriate security measures meeting Departmental guidelines. Electronic ancillary records are on secure servers with appropriate firewalls, passwords, and IT security complying with Departmental policies and procedures.

(2) Technical Security: Ancillary electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data is protected through user identification, passwords, database permissions and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify unauthorized access.

(3) Administrative Security: All DOI and contractor employees with access to Interior Uniform Relocation Assistance Program Records are required to complete Privacy Act, Federal Records Act, and Security Awareness training prior to being given access to the system, and on an annual basis, thereafter.

Records are retained and disposed of in accordance with General Records Schedule 3, Item 1, and in accordance with specific Bureau record schedules, Bureau of Land Management Schedule 30, Item 1, Bureau of Reclamation Class Code LND-3.00, National Park Service Schedule L14, and U.S. Fish and Wildlife Service Schedule PROP-110.

(1) Director, Office of Acquisition and Property Management, Office of the Secretary, Department of the Interior, MS 2607 MIB, 1849 C Street, NW., Washington, DC 20240.

(2) Chief, Division of Lands, Realty and Cadastral Survey, Bureau of Land Management, 1620 L Street, NW., Suite 1000, Washington, DC 20036;

(3) Manager, Finance and Accounting Division, Bureau of Reclamation, Denver Federal Center, Building 67, Denver, CO 80225-0007;

(4) Chief, Land Resources Division, National Park Service, 1201 Eye Street NW., Washington, DC 20005; and

(5) Chief, Division of Realty, U.S. Fish and Wildlife Service, 4401 N. Fairfax Drive, Suite 622, Arlington, VA 22203.

If you wish to determine if this system of records contains information about you, you must write to the appropriate bureau/office System Manager at the respective address listed above. Your request must be in writing and signed by you. To ensure proper handling of your request, you should include the words "PRIVACY ACT INQUIRY" at the top of the first page of your letter and on the envelope in which you mail the letter, in compliance with 43 CFR 2.60.

If you wish to obtain access to any records that the system may contain that are about you, you must write to the appropriate bureau/office System Manager at the address listed above. Your request must be in writing and signed by you, and meet the content requirements of 43 CFR 2.63.

If you wish to request correction of a record maintained about you, you must write to the appropriate bureau/office System Manager at the address listed above. Your request must be in writing and signed by you, and meet the content requirements of 43 CFR 2.71.

Records in the system contain information submitted by claimants and applicants displaced as a result of Federal real estate acquisition and supporting documentation for the purpose of determining the amount of their relocation benefit.

None.

Records are located with the contractors providing counseling services under the Employee Assistance Program (EAP).

Employees of the Department of the Interior and their families who seek, are referred to, and/or receive assistance through the Employee Assistance Program.

Records in this system include documentation of visits to employee counselors (Federal, State, local government, or private), the problem assessment, the recommended plan of action to correct the major issue, referral to community or private resource for assistance with personal problems, referral to community or private resource for rehabilitation or treatment, results of referral, and other notes or records of discussions held with the employee made by the Employee Assistance Program counselor. Additionally, records in this system may include documentation of treatment by a therapist or at a Federal, State, local government, or private institution.

42 U.S.C. 290dd-1; 42 U.S.C. 290ee-1.

These records are used by an Employee Assistance Program Counselor to document the nature of an individual's problem and progress made to solve the problem. The primary uses of these records are:

(1) For the Employee Assistance Program counselor to document the nature of an individual's problem and progress made to solve the problem.

(2) To record an individual's participation in and the results of community or private referrals for solution of problems, rehabilitation, or treatment programs. These records and the information in them information may be used to disclose information to qualified personnel for the purpose of conducting scientific research, management audits, financial audits, or program evaluation, but such personnel may not identify, directly or indirectly, any individual patient in any report or otherwise disclose patient identities in any manner. (When such records are provided to qualified researchers employed by the Department of the Interior, all patient identifying information will be removed). Note: Disclosure of information pertaining to an individual with a history of alcohol or drug abuse must be limited in compliance with the restrictions of the confidentiality of Alcohol and Drug Abuse Patient Records Regulations, 42 CFR part 2. Disclosure of records pertaining to the physical and mental fitness of employees are, as a matter of Department policy, afforded the same degree of confidentiality.

Disclosures outside the Department of the Interior may be made:

To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Records maintained in paper format are stored in file folders. Records maintained in electronic format are stored on disk and on other appropriate media.

Records are retrieved by the name of the individual receiving assistance.

Access to records is strictly limited to those persons employed by the contractors who are directly involved in the alcohol and drug abuse prevention function of the Department as that term is defined in 42 CFR, part 2. Paper format records are maintained in locked metal file cabinets in secured rooms. Electronic records are maintained with safeguards meeting the security requirements of 43 CFR 2.51.

Records are retained and disposed of in accordance with approved agency schedules. (These include the U.S. Geological Survey's Bureau Records Disposition Schedule, RCS/Item 405-04 a and b.)

(1) Departmental office: Team Leader, Employee and Labor Relations Group, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Bureau offices:

(a) Director of Administration, Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.

(b) Chief, Branch of Employee/Labor Management Relations, Office of Personnel, U.S. Geological Survey, 601 National Center, Reston, Virginia 20192.

--Atlanta Personnel Officer, U.S. Geological Survey, 3850 Holcomb Bridge Rd, Norcross, Georgia 30092.

--Rolla Personnel Officer, U.S. Geological Survey, 1400 Independence Road, Rolla, Missouri 65401.

--Chief, Employee Relations Section, Central Region Personnel Branch, U.S. Geological Survey, Denver Federal Center, Denver, Colorado 80225.

--Western Region EAP Administrator, Employee Relations and Development Section, Western Region Personnel Branch, 345 Middlefield Road, Menlo Park, California 94025.

(c) Personnel Officer, U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(e) Personnel Officer, Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(f) Personnel Officer, National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(g) Personnel Officer, Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(h) Personnel Officer, Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

An individual requesting notification of the existence of records on him or her should address his/her request to the appropriate System Manager. The request must be in writing, contain the individual's name and date of birth, and be signed by the requestor, as required by 43 CFR 2.60.

An individual requesting access to records maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, be signed by the requestor, and comply with the Department's Privacy Act Regulations regarding verification of identity and access to records as required by 43 CFR 2.63.

An individual requesting amendment of a record maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, be signed by the requestor, and comply with the Department's Privacy Act Regulations regarding verification of identity and amendment of records as required by 43 CFR 2.71.

Information in this system of records comes from the individual to whom it applies, the supervisor of the individual if the individual was referred by a supervisor, the Employer Assistance Program staff member who records the counseling session, and the therapists or institutions used as referrals or providing treatment.

None.

Not classified.

The records of this system are located at various field offices of Department of Interior bureaus which currently utilize volunteers. See Interior Bureau headquarter offices listed below or from the Department of Interior web site at www.doi.gov:

(1) U.S. Geological Survey, Volunteer for Science Program, Office of Communications, 12201 Sunrise Valley Drive, Reston, VA 20192.

(2) U.S. Fish and Wildlife Service, Volunteer Program, Headquarters Office, National Wildlife Refuge System, 4401 N. Fairfax Drive, Rm 670, Arlington, VA 22203.

(3) Bureau of Reclamation, Volunteer Program, Office of Policy, Department of the Interior, 1849 C. St. NW., Washington, DC 20240.

(4) Bureau of Land Management, Environmental Education and Volunteers Group, 1849 C. St., LS-406, Washington, DC 20240.

(5) National Park Service, Servicewide Volunteer Coordinator, Rm. 7312, 1849 C Street NW., Washington, DC 20240.

(6) Information from on-line applications from the Volunteer Page web site is managed by the National Business Center, U.S. Department of the Interior, Second Floor, Parker Building, Reston, Virginia 20192.

Persons performing work for the Department of Interior as volunteers but not as an employee of the agency. It includes interested persons, individuals involved in community, youth organizations, high schools and colleges.

The file may contain application forms; name; address; home phone number; facility where the individual is providing volunteer services; name of the supervisor; dates volunteered; date terminated; any physical or medical condition the facility staff needs to be aware of; emergency contact name, address, telephone, and relationship to the volunteer, and (if applicable) specific training the volunteer needs; personal equipment the volunteer needs; and reimbursable expenses provided to the volunteer; agreements to perform the services described; emergency notification data; contact information; time sheets; skills and qualification information; receipt for property; compensation for injuries; performance evaluation; and other information necessary to manage the volunteer program for each DOI bureau or office.

Use by Department of the Interior bureaus and offices to identify persons interested in participating in a government volunteer program, and for all necessary purposes for managing the volunteer program.

Disclosures outside the Department of the Interior may be made under the routine uses listed below without the consent of the individual if the disclosure is compatible with the purposes for which the record was collected.

(1) To an expert, consultant, or contractor (including employees of the contractor) of the Department that performs, on the Department's behalf, services requiring the use of these records.

(2) To another government natural resource agency for the purpose consistent with the purpose identified above;

(3) The Department of Justice, or to a court, adjudicative or other administrative body, or to a party in litigation before a court or adjudicative or administrative body, when:

(a) One of the following is a party to the proceeding or has an interest in the proceeding:

(1) The Department or any component of the Department;

(2) Any Departmental employee acting in his or her official capacity;

(3) Any Departmental employee acting in his or her individual capacity where the Department or the Department of Justice has agreed to represent the employee, or

(4) The United States, when the Department determines that the Department is likely to be affected by the proceeding; and

(b) The Department deems the disclosure to be:

(1) Relevant and necessary to the proceedings; and

(2) Compatible with the purpose for which we compiled the information.

(4) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the Department becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

(5) To a congressional office in response to an inquiry an individual has made to the congressional office.

(6) To the Office of Personnel Management or the General Accounting Office when the information is required for evaluation of the child care subsidy program.

Disclosure to consumer reporting agencies:

Pursuant to 5 U.S.C. 552a(b)12, records can be disclosed to consumer reporting agencies as they are defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are stored both in file folders, and in electronic form, in computer systems.

Indexed by name of the volunteer, control number assigned the volunteer, or social security number.

Access to records in the system is limited to authorized personnel whose official duties require such access. Paper records are maintained in locked metal file cabinets and/or in secured rooms. Electronic records conform to Office of Management and Budget and Departmental guidelines reflecting the implementation of the Computer Security Act of 1987 (40 U.S.C. 759). Electronic data will be protected through user identification, passwords, database permissions and software controls. Such security measures will establish different access levels for different types of users.

Records in this system are covered by each individual Bureau/Office records schedule that has a Volunteer Program. National Archives and Records Administration guidance on permanent and temporary records disposition is followed.

Officials responsible for the Headquarters and field office system of records specific to that oversight are provided in the listing above under "System Location."

Any individual may request information regarding this system of records, or information as to whether the system contains records pertaining to them, from the organizational unit for which he or she performed work. The request must be in writing, signed by the requester, include the requester's full name and Social Security Number, dates when work was performed, program under which enrolled, and location where work was performed. (See 43 CFR 2.60 for procedures on making inquiries).

For copies of your records write to the pertinent System Managers at the locations above. The request envelope and letter should be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the content requirements of 43 CFR 2.63(b)(4)).

Use same procedures as "Records Access Procedures" section above. (See 43 CFR 2.71).

Information from this system comes primarily from the individual himself, the sponsoring organization, work supervisors and volunteer program officials.

None.

Unclassified.

Records pertaining to Pass System sales and fulfillment are maintained at the U.S. Geological Survey: U.S. Geological Survey Geospatial Information Office, Science Information & Education Branch, MS-306/Accounting Team, Box 25286, Denver Federal Center, Denver, CO 80225. Records are also located in DOI bureaus and offices that manage Pass program sales, initiatives, and outreach activities; and in facilities of DOI contractors who manage or process Pass sales on behalf of the Department of the Interior. Records pertaining to the Every Kid in a Park program are located in the office of the Every Kid in a Park Program Manager, Department of the Interior, 1849 C St., NW, Washington, DC 20240, and at the General Services Administration and contractor facilities who provide EKiP program support services.

(1) Members of the public who:

(a) Purchase the "America the Beautiful--The National Parks and Federal Recreational Lands Pass" (hereinafter, "Pass") via the Internet, mail, or a telephone call-center,

(b) Register online to receive information about the Pass program and stewardship opportunities,

(c) Are awarded a Pass as a result of reaching the necessary threshold of hours volunteered at Federal recreation lands, or

(d) Participate in the EKiP program or are awarded a Pass as a result of participation in Pass program promotions, educational programs, or initiatives to encourage individuals to visit Federal parks, lands, and waters, including volunteers, educators, students, and special groups;

(2) Representatives and employees of businesses and organizations who are third party vendors of the Pass; and

(3) Employees of DOI, Department of Agriculture, Forest Service, and Department of Defense, Army Corps of Engineers, or other Federal agency partners who serve as ordering contacts for the Pass for sale or distribution.

(1) Name of individual or organization and contact information, including home address, telephone number, and e-mail address.

(2) Category of Pass(es) being purchased or awarded such as Annual Pass, Access Pass, Senior Pass, and Volunteer Pass.

(3) Information required for proof of identity and eligibility for a Pass or to meet a requirement for Pass program initiatives, such as age, date of birth, disability status, citizenship, photo identification, passport, driver license or state issued identification, and other criteria such as employment or membership status.

(4) Information about special groups participating in Pass program activities or initiatives (such as schools, educators, or organizations) who provide information necessary to request or receive Passes. Information may include name of individual, name of organization, email address, address, other contact information, zip code, or specific Federal park or lands, and may be used to establish eligibility, and develop metrics to analyze success of promotional outreach activities and increase program participation.

(5) Financial information necessary to process Pass purchases, including credit card number, account holder, type of credit card (e.g., Visa or Mastercard), expiration date, and credit card security code.

(6) Date that Pass(es) were purchased or awarded.

(7) Other information necessary to manage the Pass and EKiP programs, such as name, address, contact method, other preferences, and information contained in correspondence or requests to receive further information.

The Federal Lands Recreation Enhancement Act of 2004 (REA), 16 U.S.C. 6804 et seq.

The primary purposes of this system are: (1) to process financial transactions to complete sales of Passes; (2) to fulfill Passes to individuals, Federal recreation sites, and third party vendors of the Pass; (3) for those who "opt-in" or register, to send updates, reminders (including remarketing the Pass when an individual's Pass is about to expire), and additional information on the Pass program and stewardship opportunities from the REA participating agencies and Congressionally Authorized Foundations (the National Fish and Wildlife Foundation, the National Forest Foundation, the Corps Foundation, and the National Park Foundation); and (4) for other necessary actions to manage the Pass and EKiP programs within the intent of the authorizing legislation.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, disclosures outside DOI may be made as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible for which the records are collected or maintained.

(4) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(5) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(6) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(7) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(8) To state, territorial, and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

(10) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department’s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(11) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(12) To the Department of the Treasury to recover debts owed to the United States.

(13) To the news media and the public, with the approval of the Public Affairs Officer in consultation with Counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

(14) To an expert, consultant, contractor (including employees of the contractor) of DOI that performs, on DOI's behalf, services requiring access to these records.

(15) To the Department of Agriculture's Forest Service and the Department of Defense’s Army Corps of Engineers as necessary to implement the Pass program.

(16) To the Congressionally Authorized Foundations (the National Fish and Wildlife Foundation, the National Forest Foundation, the Corps Foundation, and the National Park Foundation) about those individuals or entities who "opt-in" or register to receive communications.

(17) To a debt collection agency for the purpose of collecting outstanding debts owed to the Department for fees associated with processing FOIA/PA requests.

(18) To disclose debtor information to the Internal Revenue Service, or to another Federal agency or its contractor solely to aggregate information for the Internal Revenue Service to collect debts owed to the Federal government through the offset of tax refunds.

(19) To other Federal agencies for the purpose of collecting debts owed to the Federal government by administrative or salary offset.

(20) To Federal, state, tribal, territorial or local government, educational, and other organizations, entities or individuals for the purpose of verifying eligibility to receive a Pass, prevent duplication, fraud and abuse, or as otherwise required by law.

(21) To the General Services Administration, U.S. Department of Education, U.S. Army Corps of Engineers, U.S. Forest Service, National Oceanic and Atmospheric Administration, and other Federal agencies in partnership with DOI to promote educational or outreach activities to encourage individuals to visit Federal parks, lands, and waters, for the purpose of developing metrics to analyze success of promotional outreach activities and identify challenges for special groups and localities, and to prevent fraud and abuse.

Disclosure to consumer reporting agencies:

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 U.S.C. 3701(a)(3)).

Storage:

Records maintained in paper form are stored in file folders in file cabinets. Electronic records are maintained in computer servers, computer hard drives, electronic databases, email, and electronic media such as removable drives, compact disc, magnetic disk, diskette, and computer tapes.

Information from the Pass System will be retrievable by (1) name of individual or organization, (2) address, (3) credit card information (for Pass purchasers only), and (4) other unique identifiers such as an e-mail address or a phone number.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security rules and policies. During normal hours of operation, paper records are maintained in locked filed cabinets in secured rooms under the control of authorized personnel that are locked during non-business hours. Computers and storage media are encrypted in accordance with DOI security policy. Electronic records are stored in servers located in secured Federal agency and contractor facilities with physical, technical and administrative levels of security to prevent unauthorized access to information. Security controls include encryption, firewalls, two-factor authentication, audit logs, intrusion detection systems, and network system security monitoring. Access to records in this system is limited to DOI personnel and other authorized parties who have a need to know the information for the performance of their official duties, and is based on least privileges or access level needed to perform job duties. Electronic records are safeguarded by permissions set to "Authenticated Users" which require valid username and password, and user access is monitored to protect against unauthorized access or use. Database tables are kept on separate file servers away from general file storage and other local area network usage, and the database itself will be stored in a password-protected, client-server database. Electronic transmissions of records containing sensitive data will be encrypted and password-protected. Personnel authorized to access the system must complete security, privacy, and records management training and sign the DOI Rules of Behavior. A Privacy Impact Assessment was conducted to ensure that adequate controls are implemented to protect data as required by the Privacy Act, E-Government Act of 2002, the Federal Information Security Modernization Act of 2014, Office of Management and Budget policy, National Institute of Standards and Technology guidelines and standards, and DOI privacy and security policies.

Records in this system are maintained in accordance with the National Park Service (NPS) Records Schedules and Departmental Records Schedules that have been approved by the National Archives and Records Administration (NARA). Commercial Visitor Services (Item 5) C. Routine Financial and Contract/Lease Records ((N1-79-08-4)) have a temporary disposition and are destroyed seven years after closure. Interpretation and Education (Item 6), Retention plan C, Routine and Supporting Documentation have a temporary disposition and are destroyed three years after closure (N1-79-08-5). General administrative records, including routine correspondence, administrative copy files, budget files, and duplicate copies, are maintained under Departmental Records Schedule 1 – Administrative Records (DAA-0048-2013-0001). The disposition of these records may vary based on the subject matter, function, and the needs of the agency. Temporary records are cut off when superseded or obsolete, and destroyed after the required retention period for the specific record type. In some cases, records may be maintained under DOI bureau and office records retention schedules and disposed of in accordance with the applicable retention schedules. Approved disposition methods for temporary records include shredding or pulping paper records, and erasing or degaussing electronic records in accordance with 384 Departmental Manual 1 and NARA guidelines.

1. America the Beautiful--The National Parks and Federal Recreational Lands Pass Program Manager, National Park Service, Org. Code 2608, 1201 Eye St., NW, Washington, DC 20005.

2. Every Kid in a Park Program Manager, Office of the Secretary, Department of the Interior, 1849 C St., NW, Mail Stop 7254 MIB, Washington, DC 20240.

An individual requesting notification of the existence of records on himself or herself in the Pass System should send a signed, written inquiry to the appropriate System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY" and the request must include the individual’s full name and address. A request for notification must meet the requirements of 43 CFR 2.235.

An individual requesting records on himself or herself in the Pass System should send a signed, written inquiry to the appropriate System Manager identified above. The request must include the individual’s full name and address and should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the appropriate System Manager identified above. The request must include the individual’s full name and address, as well as an explanation of what information they believe should be changed, and why. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

Information in the Pass System comes primarily from individual members of the public, persons, parties, or organizations purchasing or receiving Passes or registering to receive additional information from DOI about the Pass or EKiP programs, and related activities. Individuals may provide information using online or electronic forms, through mail, or over the telephone if using a telephone call-in center. Information may also be obtained from correspondence with individuals interested in programs related to Pass and EKiP program activities, and from DOI bureau and office program records related to these program activities. Information may also be obtained from DOI partner agencies, and other Federal, state, local or tribal entities; DOI employees, contractors, and volunteers; and any persons who correspond or communicate with DOI during the course of program management activities for "The ‘America the Beautiful--The National Parks and Federal Recreational Lands Pass’ System".

None.

(1) National Business Center, Aviation Management Directorate, Aviation Safety and Evaluations Office, 300 E. Mallard Drive, Suite 200, Boise, Idaho 83706, (2) National Business Center, Aviation Management Directorate, Division of Technical Services, 300 E. Mallard Drive, Suite 200, Boise, Idaho 83706, (3) National Business Center, Aviation Management Directorate, Alaska Regional Office, 4405 Lear Court, Alaska 95502-1052, (4) National Business Center, Aviation Management Directorate, Western Regional Office--Boise, 960 Broadway Avenue, Suite 300, Boise, Idaho 83706, (5) National Business Center, Aviation Management Directorate, Western Regional Office--Phoenix, 22601 North 19 Avenue, Suite 208, Phoenix, Arizona 85027, (6) National Business Center, Aviation Management Directorate, Eastern Regional Office, 3190 NE. Expressway, Suite 110, Chamblee, GA 30341.

The system contains information relative to certificates, qualifications, experience levels, training and proficiency, and performance of individuals. Identifying information pertaining to individuals includes name, birth date, and social security number or FAA certificate number. The system also contains aviation mishap data pertaining to accidents, incidents-with-potential (IWPs), incidents, aviation hazards and maintenance deficiencies. This information includes accident summary, accident and other mishap reports, type of mishap, contributing factors, aircraft identification data, and pilot, crewmember, and mechanic certificate number.

Department of the Interior Manual, sections 112 DM 10; 350 DM 1; 350 DM1 Appendix 2; and 352 DM1. Additionally, 5 U.S.C. 301; and Reorganization Plan 3 of 1950.

Disclosures within the Department of the Interior may be made to employees of the Department: (1) To determine aircraft/crew/mechanic/ground personnel qualifications to comply with the NBC-AMD procedures and directives: (2) To perform aircraft mishap trend analysis and develop statistical data for use in the Interior Aircraft Accident Prevention Program.

Disclosures outside the Department of the Interior may be made: (1) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body when, (a) the United States, the Department of the Interior, a component of the Department, or when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled; (2) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order, or license when the Department or one of bureaus or offices becomes aware of information indicating a violation or potential violation of a statute, regulation, rule, order or license; (3) To a Federal agency which has requested information necessary or relevant to the hiring, firing, or retention of an employee, or issuance of a security clearance, contract, license, pilot qualification card, grant or other benefit, but only to the extent that the information disclosed is relevant and necessary to the requesting agency's decision on the matter; (4) To Federal, State, local agencies or commercial businesses where necessary to obtain information relevant to the hiring or retention of an employee, or the issuance of a security clearance, license, pilot qualification card, grant or other benefit; (5) To a congressional office from the record of an individual covered by the system in response to an inquiry the individual, or the heir of such individual if the covered individual is deceased, has made to the congressional office; (6) To an expert, consultant, or contractor (including employees of the contractor) of the Department of the Interior that performs, on behalf of the DOI, services requiring access to these records; (7) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files, in support of the functions for which the records were collected and maintained; (8) To representatives of the General Services Administration or the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2903 and 2904; and (9) to the U.S. Forest Service in joint efforts to perform trend analysis on aviation accidents that occur on flights conducted.

Storage:

Records are maintained manually, in file folders or on microfiche film, or electronically, in computer files located on the Aviation Management Directorate's local area network accessed at the above address(es).

(1) Records on Interior employees are indexed by agency, location, name, FAA certificate number, social security number, duty classification, type of mishap, accident summary and date of birth; (2) Records on commercial operator personnel are indexed by name, FAA certificate number, social security number, type of mishap, accident summary, and date of birth; (3) Records on cooperating government agencies, organizations, and private individuals are indexed by agency, location, name, FAA certificate number, social security number, type of mishap, accident summary and date of birth; (4) Records stored in the IAAD can be retrieved by mishap number, date, time, aircraft tail number, aircraft ID, aircraft type, aircraft manufacturer, aircraft model, vendor name, light conditions, visibility, weather conditions, event type, procurement, home base, accident location, State, operational control, type of mission, type of flight profile, pilot-in-command, second-in-command, number of crew members, number of qualified non-crewmembers, number of passengers, total number of souls on board, number of injuries, fatigue factors, flight hours, phase of occurrence, human factors, National Transportation Safety Board findings, probable cause, and costs.

TECHNICAL SECURITY:

Access to records is limited to Departmental and contract personnel who are granted password access, and have an official need to use the records in the performance of their duties in accordance with requirements found in the DOI's Privacy Act regulations (43 CFR 2.51). Additionally, electronic records are protected by a firewall, network authentication (secure server), encryption, and file integrity auditing software meeting the requirements of 43 CFR 2.51 which conform to Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act.

PHYSICAL SECURITY:

Each geographic location is physically secured by entry access cards. When data is not in use by authorized personnel, paper and microfiche records are stored in locked file cabinets or in secured rooms. Electronically stored records are protected from unauthorized access through use of access codes, entry logs, and other system-based protection methods. The computer servers in which records are stored are located in computer facilities that are secured by alarm systems and off-master key access. A Privacy Act Warning Notice appears where records containing information on individuals are stored or displayed. Backup tapes are stored in a locked and controlled room in a secure, off-site location.

ADMINISTRATIVE SECURITY:

All Departmental and/or contract employees must undergo mandatory records, security, and IT training before access is granted.

Records will be disposed of in accordance with the National Archives and Records Administration General Records Schedules.

(1) Aviation Safety and Evaluations Manager, NBC-AMD, Aviation Safety and Evaluations Office, 300 E. Mallard Drive, Suite 200, Boise, Idaho 83706, (2) Chief, Division of Technical Services, NBC-AMD, 300 E. Mallard Drive, Suite 200, Boise, Idaho 83706, (3) Regional Director, NBC-AMD, Alaska Regional Office, 4405 Lear Court, Alaska 95502-1052, (4) Regional Director, NBC-AMD, Western Regional Office--Boise, 960 Broadway Avenue, Suite 300, Boise, Idaho 83706, (5) Regional Director, NBC-AMD, Eastern Regional Office, 3190 NE Expressway, Suite 110, Chamblee, GA 30341.

A request for notification of the existence of records shall be addressed to the appropriate System Manager. The request shall be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.60.

Access to records is limited to Departmental and contract personnel who are granted password access, and have an official need to use the records in the performance of their duties in accordance with requirements found in the DOI's Privacy Act regulations (43 CFR 2.51). Additionally, electronic records are protected by a firewall, network authentication (secure server), encryption, and file integrity auditing software meeting the requirements of 43 CFR 2.51 which conform to Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act.

PHYSICAL SECURITY:

Each geographic location is physically secured by entry access cards. When data is not in use by authorized personnel, paper and microfiche records are stored in locked file cabinets or in secured rooms. Electronically stored records are protected from unauthorized access through use of access codes, entry logs, and other system-based protection methods. The computer servers in which records are stored are located in computer facilities that are secured by alarm systems and off-master key access. A Privacy Act Warning Notice appears where records containing information on individuals are stored or displayed. Backup tapes are stored in a locked and controlled room in a secure, off-site location.

ADMINISTRATIVE SECURITY:

All Departmental and/or contract employees must undergo mandatory records, security, and IT training before access is granted.

Records will be disposed of in accordance with the National Archives and Records Administration General Records Schedules.

(1) Aviation Safety and Evaluations Manager, NBC-AMD, Aviation Safety and Evaluations Office, 300 E. Mallard Drive, Suite 200, Boise, Idaho 83706, (2) Chief, Division of Technical Services, NBC-AMD, 300 E. Mallard Drive, Suite 200, Boise, Idaho 83706, (3) Regional Director, NBC-AMD, Alaska Regional Office, 4405 Lear Court, Alaska 95502-1052, (4) Regional Director, NBC-AMD, Western Regional Office--Boise, 960 Broadway Avenue, Suite 300, Boise, Idaho 83706, (5) Regional Director, NBC-AMD, Eastern Regional Office, 3190 NE Expressway, Suite 110, Chamblee, GA 30341.

A request for notification of the existence of records shall be addressed to the appropriate System Manager. The request shall be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.60.

A request for access to records shall be addressed to the appropriate System Manager. The request shall be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.63.

A request for amendment of a record shall be addressed to the appropriate System Manager. The request shall be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.71.

Data originates from: (1) Professional, dual-function and incidental pilots, air crews, mechanics and ground personnel employed by Interior bureaus; (2) Pilots, aircrews, mechanics, and ground personnel of commercial operators, utilized by Interior bureaus; (3) Pilots, aircrews, mechanics, and ground personnel of cooperating government agencies, organizations and private individuals, or (4) aviation mishap investigation reports.

Unclassified.

Records contained in these systems of records are maintained by the Bureau or Office conducting the social media outreach.

(1) Office of the Secretary, 1849 C Street, NW., Washington, DC 20240.

(2) Bureau of Land Management, 1120 20th Street, NW., Washington, DC 20036.

(3) U.S. Bureau of Reclamation, Denver Federal Center, P.O. Box 25007, Denver, Colorado 80225-0007.

(4) U.S. Geological Survey, 12201 Sunrise Valley Drive, Reston, Virginia 20192.

(5) National Park Service, 1201 I Street, NW., Org Code 2652, Washington, DC 20005.

(6) U.S. Fish and Wildlife Service, 4501 N. Fairfax Drive, Arlington, Virginia 22203.

(7) Bureau of Ocean Energy Management, Regulation and Enforcement, 381 Elden Street, Herndon, Virginia 20170.

(8) Office of Surface Mining Reclamation and Enforcement, 1951 Constitution Avenue, NW., Washington, DC 20240.

(9) Bureau of Indian Affairs, 625 Herndon Parkway, Herndon, VA 20170.

Social media sites may retain separate records from the Department. Please see the Department of the Interior Privacy Policy for more information. http://www.doi.gov/privacy.cfm.

Individuals who contact the Department of the Interior through a social media outlet or other electronic means, including submitting feedback to the Department of the Interior, corresponding with the Department as a result of the Department's outreach using social networks, or requesting to be contacted by the Department.

This system may contain information passed through a social media site to facilitate interaction with the Department such as, but not limited to: first name, last name, username, e-mail address, home or work address, contact information, and phone numbers. It may also include input and feedback from the public, such as comments, e-mails, videos, and images, which may include tags, geotags or geographical metadata. Depending on the circumstances of the individual's interaction and the social media site being used, it may include data provided to the Department such as date of birth, age, security questions, IP addresses, passwords, financial data, educational, business, or volunteer affiliation.

Presidential Memorandum to the Heads of Executive Departments and Agencies on Transparency and Open Government, January 21, 2009. OMB M-10-06, Open Government Directive, Dec. 8, 2009. OMB M-10-22, Guidance for Online Use of Web Measurement and Customization Technologies, June 25, 2010. OMB M-10-23, Guidance for Agency Use of Third-Party Web sites and Applications, June 25, 2010. The Department of the Interior, Establishment, 43 U.S.C. 1451.

The purpose of this system is to allow the Department of the Interior to interact with the public and provide additional transparency to the public through the use of social media. Registration information, username, comments, and suggestions made by the public on third party social networks where the Department has an official presence may be collected by third party social networks for registration or use of social media sites. Information and comments provided may be utilized by the Department of the Interior to facilitate interaction with the public, to disseminate information regarding an upcoming event, to notify the public of an emergency or breaking news, or solicit feedback about Departmental programs. The Department of the Interior may also respond to information received directly from individuals who provide feedback from social media outreach using alternate methods, such as an e-mail directly to the Department, a form on a DOI Web page, or comments on a DOI blog.

A list of the Department of the Interior's Social Media presence can be found at: http://www.doi.gov/news/Social-Media.cfm.

Disclosures outside DOI may be made without the consent of the individual to whom the record pertains under the routine uses listed below:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person's behalf, or for a purpose compatible for which the records are collected or maintained.

(4) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, Tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(5) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(6) To Federal, state, territorial, local, Tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(7) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(8) To state and local governments and Tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(10) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(11) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(12) To the Department of the Treasury to recover debts owed to the United States.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e)(1), have been met.

(14) To the news media and the public, with the approval of the Public Affairs Officer in consultation with Counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

Storage:

Paper records are contained in file folders stored in file cabinets; electronic records are contained in removable drives, computers, e-mail and electronic databases.

Information may be retrieved by full-text search, name, image, video, e-mail address, user name, or date received.

The records contained in this system are safeguarded in accordance with applicable security rules and policies. Access to the servers containing the records in this system is limited to DOI personnel who have a need to know the information for the performance of their official duties. The DOI servers storing this information are located in secured DOI facilities with access codes, security codes, and security guards. Personnel authorized to access systems must complete all Security, Privacy, and Records training and sign the DOI rules of behavior. Access to DOI networks and data requires a valid username and password. Manual records are maintained in file cabinets located in secure DOI facilities under the control of authorized personnel.

Records are retained and disposed of in accordance with DOI social media records schedule. The disposition is temporary, and records will be destroyed when no longer needed for agency business.

Policy official is the Director of New Media, 1849 C Street, NW., Washington, DC 20240. Records holders are organizational elements of the Department of the Interior Bureaus and Offices who utilize social networks:

(1) Director of New Media, 1849 C Street, NW., Washington, DC 20240.

(2) Office of the Secretary, 1849 C Street, NW., Washington, DC 20240.

(3) Bureau of Land Management, 1120 20th Street, NW., Washington, DC 20036.

(4) U.S. Bureau of Reclamation, Denver Federal Center, P.O. Box 25007, Denver, Colorado 80225-0007.

(5) U.S. Geological Survey, 12201 Sunrise Valley Drive, Reston, Virginia 20192.

(6) National Park Service, 1201 I Street, NW., Org Code 2652, Washington, DC 20005.

(7) U.S. Fish and Wildlife Service, 4501 N. Fairfax Drive, Arlington, Virginia 22203.

(8) Bureau of Ocean Energy Management, Regulation and Enforcement, 381 Elden Street, Herndon, Virginia 20170.

(9) Office of Surface Mining Reclamation and Enforcement, 1951 Constitution Avenue NW., Washington, DC 20240.

(10) Bureau of Indian Affairs, 625 Herndon Parkway, Herndon, VA 20170.

A list of the Department of the Interior's Social Media presence can be found at: http://www.doi.gov/news/Social-Media.cfm.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the Bureau FOIA Officer. A list of the FOIA Officers and their contact information can be found at http://www.doi.gov/foia/contacts.html. The request letter should be clearly marked "PRIVACY ACT INQUIRY". The written inquiry should be signed and include as much of the following information as possible: Name, address, the social media site used, identifier used (username, e-mail address, pseudonym), and date range if known. A request for notification must meet the requirements of 43 CFR 2.60.

An individual requesting access to records on himself or herself should send a signed, written inquiry to the Bureau FOIA Officer. A list of the FOIA Officers and their contact information can be found at http://www.doi.gov/foia/contacts.html. The request letter should be clearly marked "PRIVACY ACT REQUEST FOR ACCESS". The written inquiry should be signed and include as much of the following information as possible: Name, address, the social media site used, identifier used (username, e-mail address, pseudonym), and date range if known. A request for notification must meet the requirements of 43 CFR 2.63.

An individual requesting corrections or contesting information contained in his or her records must send a signed, written request to the Bureau Privacy Act Officer. A list of the Privacy Act Officers and their contact information can be found at: http://www.doi.gov/ocio/privacy/doi_privacy_act_officers.htm. A request for corrections or removal must meet the requirements of 43 CFR 2.71.

Individuals who interact with the Department of the Interior through social media networks or who communicate electronically with the Department in response to public outreach.

None.

Interior Business Center, U.S. Department of Interior, 7301 W Mansfield Ave, Denver, CO 80235.

The categories of individuals covered in the system include current and former Federal employees and contractors, Federal, tribal, state and local law enforcement officers. Additionally, this system contains information on members of the general public, including individuals and/or groups of individuals involved with law enforcement incidents involving Federal assets or occurring on public lands and tribal reservations, such as witnesses, individuals making complaints, individuals being investigated or arrested for criminal or traffic offenses, or certain types of non-criminal incidents; and members of the general public involved in an accident on DOI properties or tribal reservations.

The system includes law enforcement incident reports, law enforcement personnel records, and law enforcement training records, which contain the following information: Social Security numbers, drivers license numbers, vehicle identification numbers, license plate numbers, names, home addresses, work addresses, phone numbers, email addresses and other contact information, emergency contact information, ethnicity and race, tribal identification numbers or other tribal enrollment data, work history, educational history, affiliations, and other related data, dates of birth, places of birth, passport numbers, gender, fingerprints, hair and eye color, and any other physical or distinguishing attributes of an individual. Incident reports and records may include attachments such as photos, video, sketches, medical reports, and email and text messages. Incident reports may also include information concerning criminal activity, response, and outcome of the incident. Records in this system also include information concerning Federal civilian employees and contractors, Federal, tribal, state and local law enforcement officers and may contain information regarding an officer's name, contact information, station and career history, firearms qualifications, medical history, background investigation and status, date of birth and Social Security Number. Information regarding Officers' equipment, such as firearms, tasers, body armor, vehicles, computers and special equipment related skills is also included in this system.

Uniform Federal Crime Reporting Act, 28 U.S.C. 534; Intelligence Reform and Terrorism Prevention Act of 2004 (Pub. L. 108-458); Homeland Security Act of 2002 (Pub. L. 107-296); USA PATRIOT ACT of 2001 (Pub. L. 107-56); USA PATRIOT Improvement Act of 2005 (Pub. L. 109-177); Tribal Law and Order Act of 2010 (Pub. L. 111-211); Homeland Security Presidential Directive 7--Critical Infrastructure Identification, Prioritization, and Protection; Homeland Security Presidential Directive 12--Policy for a Common Identification Standard for Federal Employees and Contractors; Criminal Intelligence Systems Operating Policies, 28 CFR part 23.

The primary use of the records is for an incident management and reporting application that will enhance the following abilities: prevent, detect and investigate known and suspected criminal activity; protect natural and cultural resources; capture, integrate and share law enforcement and related information and observations from other sources; measure performance of law enforcement programs and management of emergency incidents; meet reporting requirements, provide Department of Homeland Security (DHS) and National Incident Based Reporting System (NIBRS) interface frameworks; analyze and prioritize protection efforts; assist in managing visitor use and protection programs; employee training; enable the ability to investigate, detain and apprehend those committing crimes on DOI properties or tribal reservations; and to investigate and prevent visitor accident injuries on DOI properties or tribal reservations. In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office, to the extent the records have not been exempted from disclosure pursuant to 5 U.S.C. 552a(j)(2) and (k)(2).

(3) To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person's behalf, or for a purpose compatible for which the records are collected or maintained, to the extent the records have not been exempted from disclosure pursuant to 5 U.S.C. 552a(j)(2) and (k)(2).

(4) To any criminal, civil, or regulatory law enforcement authority (whether Federal, State, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(5) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(6) To Federal, State, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(7) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(8) To State and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(10) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(11) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(12) To the Department of the Treasury to recover debts owed to the United States.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e) (1), have been met.

(14) To the Department of Justice, the Department of Homeland Security, and other federal, state and local law enforcement agencies for the purpose of information exchange on law enforcement activity.

(15) To agency contractors, grantees, or volunteers for DOI or other Federal Departments who have been engaged to assist the Government in the performance of a contract, grant, cooperative agreement, or other activity related to this system of records and who need to have access to the records in order to perform the activity.

(16) To any of the following entities or individuals, for the purpose of providing information on traffic accidents, personal injuries, or the loss or damage of property:

(a) Individuals involved in such incidents;

(b) Persons injured in such incidents;

(c) Owners of property damaged, lost or stolen in such incidents; and/or

(d) These individuals' duly verified insurance companies, personal representatives, and/or attorneys.

(17) To any criminal, civil, or regulatory authority (whether Federal, State, territorial, local, tribal or foreign) for the purpose of providing background search information on individuals for legally authorized purposes, including but not limited to background checks on individuals residing in a home with a minor or individuals seeking employment opportunities requiring background checks.

(18) To the news media and the public, with the approval of the System Manager in consultation with the Office of the Solicitor and the Senior Agency Official for Privacy, in support of the law enforcement activities, including obtaining public assistance with identifying and locating criminal suspects and lost or missing individuals, and providing the public with alerts about dangerous individuals.

Storage:

Electronic records are maintained in password protected removable drives and other user-authenticated, password-protected systems that are compliant with the Federal Information Security Management Act. All records are accessed only by authorized personnel who have a need to access the records in the performance of their official duties. Paper records are contained in file folders stored in file cabinets.

Multiple fields allow retrieval of individual record information including Social Security number, first or last name, badge number, address, phone number, vehicle information and physical attributes.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security rules and policies. During normal hours of operation, paper records are maintained in locked filed cabinets under the control of authorized personnel. Computerized records systems follow the National Institute of Standards and Technology standards as developed to comply with the Privacy Act of 1974 (Pub. L. 93-579), Paperwork Reduction Act of 1995 (Pub. L. 104-13), Federal Information Security Management Act of 2002 (Pub. L. 107-347), and the Federal Information Processing Standards 199, Standards for Security Categorization of Federal Information and Information Systems. Computer servers in which electronic records are stored are located in secured Department of the Interior facilities.

Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties. Electronic data is protected through user identification, passwords, database permissions and software controls. Such security measures establish different access levels for different types of users associated with pre-defined groups and/or bureaus. Each user's access is restricted to only the functions and data necessary to perform that person's job responsibilities. Access can be restricted to specific functions (create, update, delete, view, assign permissions) and is restricted utilizing role-based access.

Authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the Rules of Behavior. Contract employees with access to the system are monitored by their Contracting Officer's Technical Representative and the agency Security Manager.

Records in this system are retained and disposed of in accordance with Office of the Secretary Records Schedule 8151, Incident, Management, Analysis and Reporting System, which was approved by the National Archives and Records Administration (NARA) (N1-048-09-5), and other NARA approved bureau or office records schedules. The specific record schedule for each type of record or form is dependent on the subject matter and records series. After the retention period has passed, temporary records are disposed of in accordance with the applicable records schedule and DOI policy. Disposition methods include burning, pulping, shredding, erasing and degaussing in accordance with DOI 384 Departmental Manual 1. Permanent records that are no longer active or needed for agency use are transferred to the National Archives for permanent retention in accordance with NARA guidelines.

IMARS Security Manager, 13461 Sunrise Valley Drive, Herndon, VA 20171.

The Department of the Interior is proposing to exempt portions of this system from the notification procedures of the Privacy Act pursuant to sections (j)(2) and (k)(2). An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

The Department of the Interior is proposing to exempt portions of this system from the access procedures of the Privacy Act pursuant to sections (j)(2) and (k)(2). An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

The Department of the Interior is proposing to exempt portions of this system from the amendment procedures of the Privacy Act pursuant to sections (j)(2) and (k)(2). An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

Sources of information in the system include Department, bureau, office, tribal, State and local law officials and management, complainants, informants, suspects, victims, witnesses, visitors to Federal properties, and other Federal agencies including the Federal Bureau of Investigation or the Department of Justice.

The Privacy Act (5 U.S.C. 552a(j)(2) and (k)(2)) provides general exemption authority for some Privacy Act systems. In accordance with that authority, the Department of the Interior adopted regulations 43 CFR 2.254(a-b). Pursuant to 5 U.S.C. 552a(j)(2) and (k)(2) of the Privacy Act, portions of this systems are exempt from the following subsections of the Privacy Act (as found in 5 U.S.C. 552a); (c)(3), (c)(4), (d), (e)(1) through (e)(3), (e)(4)(G) through (e)(4)(I), (e)(5), (e)(8), (f), and (g).

Sensitive, but unclassified.

The records of this system are located at a digital safe site at a location managed by the contractor for the Department of the Interior. Only information maintained at this site by the contractor is considered a Privacy Act system of records covered by this notice.

The system contains information on individuals who send and receive electronic messages using Internet email and interoffice email from and to those Departmental bureaus/offices involved with Indian Trust programs, and those individuals who are referred to in the electronic messages. These bureaus/offices are as follows: Office of the Solicitor; Bureau of Indian Affairs; Office of the Special Trustee for American Indians; Office of the Assistant Secretary--Indian Affairs; Bureau of Land Management; Office of the Assistant Secretary--Policy, Management, and Budget; Office of Hearings and Appeals; Office of Historical Trust Accounting; Office of the Secretary; the Minerals Management Service; the United States Geological Survey; the National Park Service; and the U.S. Fish and Wildlife Service. The following bureau/offices are being added to the EEAS because the Court is concerned that they may send or receive email containing individual Indian Trust related information: the Office of Surface Mining; the Bureau of Reclamation; and the National Business Center.

Records include information from Internet email and interoffice email, including address of sender and receiver(s), subject, date sent or received, text of the message, name of attachment, attachment text, and certification status. The name and email address of the sender and receiver are captured along with the bcc, cc, subject line, and text of the message.

5 U.S.C. 301, 43 CFR part 1455, and 40 CFR part 1441.

The system's main purpose is to respond to requests from the federal district court in Cobell v. Norton regarding information about individual Indian Trust programs that is embodied in email communication.

Disclosures outside the Department of the Interior can be made to:

(a) Contractors who service and maintain the system for the Department, ensuring that all provisions of the Privacy Act, and all other applicable laws, regulations, and policies relating to contracting and record security are met.

(b) Another Federal agency to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(c)(1) To any of the following entities or individuals.

(A) The Department of Justice (DOJ), or

(B) To a court, adjudicative or other administrative body, or

(C) To a party in litigation before a court or adjudicative or administrative body, or

(D) The Department or any component of the Department, or

(E) Any Department employee acting in his or her official capacity, or

(F) Any Departmental employee acting in his or her individual capacity if the Department or the DOJ has agreed to represent that employee or pay for private representation of the employee,

(2) When:

(A) One of the following is a party to the proceeding or has an interest in the proceeding:

(i) The Department or any component of the Department;

(ii) Any Department employee acting in his or her official capacity;

(iii) Any Departmental employee acting in his or her individual capacity if the Department or the DOJ has agreed to represent that employee or pay for private representation of the employee;

(iv) The United States, when the DOJ determines that the Department is likely to be affected by the proceeding; and

(B) The Department deems the disclosure to be:

(i) Relevant and necessary to the proceeding; and

(ii) Compatible with the purposes for which the records were compiled.

(d) To appropriate agencies, entities, and persons when:

(1) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(2) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(3) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Information in this system of records is maintained in electronic format on a system hard drive.

This specific system has the capability of performing searches through email archive information identified in the "Category of records" section above using any word or number criteria. This capability makes it unique from other email archive systems that are maintained by Interior bureaus/offices, and therefore, this system becomes subject to Privacy Act requirements.

The contractor maintaining this system must follow the requirements under 5 U.S.C. 552a(e)(10) and 43 CFR 2.51 for security standards. A security plan was developed to prevent unauthorized access to the system. The plan addresses application security, administration/user security, and application agreements. Access to the system is limited to authorized personnel whose official duties require such access. The EEAS system will be maintained at the Government contractor's facility at a secured data center.

Records in this system will be retained indefinitely pending completion of Cobell et al. v. Norton, et al., U.S.D.C. D.C., No. 1:96CV01285 or until the Court orders the Department to retain/dispose of these records differently.

The Technology Services Division, Administrative Operations Directorate, National Business Center, Department of the Interior, MS-1540-MIB, 1849 C St. NW., Washington, DC 20240.

To determine whether your records are in this Privacy Act system of records, contact the Privacy Act Officer at the bureau/office from which your email message was sent or where it was received (see list of participating bureau/offices identified in the "Categories of individuals" section above). Interior bureaus/offices are listed at the Department of the Interior Web site at http://www.doi.gov. The request must meet the requirements of 43 CFR 2.60. Provide the following information with your request:

(a) Proof of your identity;

(b) List of all the names by which you have been known, such as maiden name or alias;

(c) Your Social Security Number;

(d) Your mailing address;

(e) Time period(s) that records pertaining to you may have been created or maintained, to the extent known by you (See 43 CFR 2.60(b)(3)); and

(f) Specific description or identification of the records you are requesting (including whether you are asking for a copy of all of your records or only a specific part of them), and the maximum amount of money that you are willing to pay for their copying (See 43 CFR 2.63(b)(4)).

To request access to records, follow procedures in the "Notification procedure" section above. The request must meet the requirements of 43 CFR 2.63. Provide with your request the same information identified in the "Notification procedures" sections.

To request an amendment of a record, send requests in writing to the contacts identified in the "Notification procedure" section above. The request must meet the requirements of 43 CFR 2.71.

Some information maintained in the system is collected from mag-tapes provided by Interior bureau/office email backup systems from those installations identified in the "Categories of individuals" section above. This information is downloaded onto a hard drive managed by the contractor and stored digitally. Information from Interior bureau/office e-mail servers will be captured in real time, transmitted electronically through secured networks, and captured and stored electronically into the EEAS.

None.

Office of Acquisition and Property Management, U.S. Department of the Interior, 1849 C Street, NW., Mail Code 2607-MIB,Washington, DC 20240.

Records may also be located in files maintained by the Office of the Solicitor, Mail Code 6456-MIB, 1849 C Street, NW., Washington, DC 20240, and the Office of Inspector General, Recovery and Oversight Office, Acquisition Integrity Unit, Department of the Interior, 1849 C Street, NW., Mail Stop 4428-MIB, Washington, DC 20240.

Individuals who have been suspended, proposed for debarment, or debarred from Federal procurement and assistance programs, individuals who have been the subject of Department inquiries to determine whether they should be debarred and/or suspended from Federal procurement and nonprocurement programs, and other individuals whose names appear in the files such as witnesses and investigators.

Records include information on business entities, organizations and individuals excluded or considered for exclusion from Federal procurement and nonprocurement programs as a result of suspension or debarment proceedings initiated by DOI. Such information includes, but is not limited to, names and addresses of business entities, organizations, and individuals, evidence obtained in support of Action Referral Memoranda and Case Closure Memoranda, action notices and determinations, tape recordings of oral presentations of matters in opposition in contested actions, administrative agreements entered into resolving debarment or suspension actions, and monitoring reviews of debarment or suspension administrative agreements. Examples of evidence contained in files include correspondence, inspection reports, interview reports, contracts, assistance agreements, indictments, judgment and conviction orders, plea agreements, and other judicial action related documents, and corporate information. Records may include documents containing individuals' names, Social Security Numbers and dates of birth. Computer generated records include data regarding categories and status of cases.

Federal Property and Administrative Services Act of 1949, 41 U.S.C. 251 et seq.; Office of Federal Procurement Policy Act, 41 U.S.C. 401 et seq.; Executive Order 12549 (February 18, 1986); Executive Order 12689 (August 16, 1989); 48 CFR subpart 9.4; 48 CFR 1409.4 et seq.; 2 CFR Part 180; and 2 CFR 1400.137 et seq.

The primary purpose of the records in this system of records is to assist DOI in assembling information on, conducting, and documenting, debarment and suspension proceedings to ensure that Federal contracts and Federal assistance, loans, and benefits, are awarded only to presently responsible business entities, organizations, and individuals. Additional purposes of the system are: to promote understanding of the case decision path; promote understanding of the concerns addressed by the debarring and suspending official in reaching a decision; promote the submission of relevant arguments in contested cases; educate the public and private bar as to the kinds of mitigating factors and remedial measures that demonstrate present responsibility; and enhance the transparency of decision making.

The system includes case files and computer generated records developed in connection with initiating and conducting suspension and debarment proceedings under Federal Acquisition Regulation (FAR) 48 CFR subpart 9.4, and part 1409 (procurement) and 2 CFR parts 180 and 1400 (nonprocurement), and in rendering interim and final decisions in such proceedings. Case files are comprised of: (1) The official administrative record maintained by the DOI Office of Acquisition and Property Management (PAM); (2) files compiled by the case representative(s) in the Acquisition Integrity Unit of the DOI Office of the Inspector General, Recovery and Oversight Office, the DOI Office of the Solicitor, or DOI Bureaus in support of suspension and debarment actions; and (3) files developed by DOI to provide documentation for suspension and debarment actions and to conduct monitoring of administrative agreements entered to resolve debarment or suspension actions. Computer generated records include data regarding categories and status of actions. This system of records contains records retrievable by a case docketing system consisting of an assigned sequential case numerical identifier and the name of the business entity, organization, or individual subject to suspension and/or debarment action.

Disclosures outside DOI may be made without the consent of the individual to whom the record pertains under the routine uses listed below:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, Tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains, or when coordinating on a debarment and suspension action of mutual interest.

(5) To Federal, state, territorial, local, Tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To state and local governments and Tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media and the public, upon request, but such disclosures shall be limited to debarment and suspension action case determinations and administrative agreements.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e)(1), have been met.

(14) To the General Services Administration (GSA) to compile and maintain the "Excluded Parties List System" in accordance with FAR 9.404 and 2 CFR part 180, and Federal Awardee Performance and Integrity Information System (FAPIIS).

(15) To business entities, organizations, or individuals suspended, proposed for debarment, or debarred in DOI proceedings and to the legal, or otherwise designated, representatives of such entities, organizations or individuals.

(16) To DOI and other Federal Department or agency contractors, grantees, or volunteers who have been engaged to assist the Government in the performance of a contract, grant, cooperative agreement, or other activity related to this system of records and who need to have access to the records in order to perform the activity.

(17) To representatives of other Federal debarring and suspending agencies to promote understanding and enhanced, consistent, analysis of common issues and arguments, and utilization of best practices for action documents.

(18) To publishers of computerized legal research systems, but such disclosures shall be limited to debarment and suspension action case determinations and administrative agreements.

Storage:

Paper records are contained in file folders stored in file cabinets; electronic records are contained in removable drives, computers, e-mail and electronic databases.

Records are retrieved by name and by assigned sequential official case file numbers.

The records contained in this system are safeguarded in accordance with applicable DOI security rules and policies. Records are accessible only by authorized DOI employees. Paper records are secured in file cabinets in areas which are locked during non-duty hours. The DOI server storing this information is located in a secured DOI facility. Access to data in computers is password protected and restricted to suspension and debarment personnel and other DOI employees with an official need for such information. DOI administers annual training on privacy, records management, data security and protection.

A debarment and suspension case files records retention schedule has been submitted to NARA for scheduling and is pending approval. The disposition is temporary, and the retention will be cut off when the debarment or voluntary exclusion expires or all provisions of the compliance agreement have been completed. Destruction occurs 6 years and 3 months after cut-off.

Paper record disposition methods include burning, pulping, shredding, etc. in accordance with DOI 384 Departmental Manual (DM) 1. Electronic records disposition includes erasing and degaussing in accordance with DOI 384 DM 1.

Director, Office of Acquisition and Property Management, U.S. Department of the Interior, Mail Code 2607-MIB, 1849 C Street, NW., Washington, DC 20240.

The Department of the Interior is proposing to exempt portions of this system from the notification, access, and amendment procedures of the Privacy Act pursuant to sections (k)(2) and (k)(5). DOI will make notification determinations on a case by case basis.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.60.

The Department of the Interior is proposing to exempt portions of this system from the notification, access, and amendment procedures of the Privacy Act pursuant to sections (k)(2) and (k)(5). DOI will make access determinations on a case by case basis.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.63.

The Department of the Interior is proposing to exempt portions of this system from the notification, access, and amendment procedures of the Privacy Act pursuant to sections (k)(2) and (k)(5). DOI will make amendment determinations on a case by case basis.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.71.

Records in the system are obtained from DOI and other Federal officials, state and local officials, private parties, businesses and other entities, and individuals who may have information relevant to an inquiry, and individuals who have been suspended, proposed for debarment or debarred, and their legal representatives.

The Privacy Act (5 U.S.C. 552a(k)(2) and (k)(5)) provides general exemption authority for some Privacy Act systems. In accordance with that authority, the Department of the Interior adopted regulations, 43 CFR 2.79(a-b).

Pursuant to exemptions 5 U.S.C. 552a (k)(2) and (k)(5) of the Privacy Act, portions of this system of records are exempt from the following subsections of the Privacy Act (as found in 5 U.S.C. 552a): subsections (c)(3), (d), (e)(1), (e)(4)(G) through (e)(4)(I), and (f) of the Privacy Act.

Unclassified.

Records in this system are maintained by the Office of Financial Management, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 5530 MIB, Washington, DC 20240; and Bureaus and Offices that manage Donations Programs.

Director and Senior Manager for Donations, Office of Financial Management, U.S. Department of the Interior, 1849 C Street, NW, Mail Stop 5530 MIB, Washington, DC 20240. A list of bureau and office level senior managers may be obtained by contacting the Office of Financial Management at 202-208-4826.

5 U.S.C. 301, Departmental Regulations; 43 U.S.C. 1737, Federal Land Policy and Management Act, Implementation provisions; 54 U.S.C. 101101, Authority to accept land, rights-of-way, buildings, other property, and money; 43 U.S.C. 36c, Acceptance of contributions from public and private sources; cooperation with other agencies in prosecution of projects; 16 U.S.C. 742f, Powers of Secretaries of the Interior and Commerce.

The purpose of this system is to assist the Department of the Interior (DOI) in managing the Donations Program and facilitating the evaluation, acceptance, and solicitation of donations of money, real property, personal property, services, or other gifts by members of the public and organizations.

Individuals who donate money, real property, personal property, services, or other gifts to the DOI and its officials, prospective donors, and other individuals who contact or correspond with the DOI officials on matters related to the Donations Program. This system may also include information on current and former Federal government employees, contractors, and volunteers who support or are involved in the management of the Donations Program. This system contains records concerning corporations and other business entities, which are not subject to the Privacy Act. However, records pertaining to individuals acting on behalf of corporations and other business entities may reflect personal information that may be maintained in the Donations Program system of records.

This system contains information provided by individuals or organizations who propose to donate money, real property, personal property, services, or other gifts to the DOI or its officials, and may include names; home or work addresses; phone numbers; e-mail addresses; other contact information; financial data such as the amount of the donation and method of remittance; biographical information; descriptions or other information regarding type of donations made; and miscellaneous information about gifts donated in the past. This system also contains background data and affiliations related to eligibility determinations for proposed donations; correspondence or other data related to the acceptance of proposed donations; and correspondence and data related to the management of the Donations Program.

Records in the system are obtained from individual members of the public, organizations, DOI officials, employees, contractors, volunteers, and may be obtained from other Federal officials, state, territorial and local government officials, and non-governmental organizations, in the course of daily business activities and communications related to the management of the Donations Program.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information maintained in this system may be disclosed to authorized entities outside DOI for purposes determined to be relevant and necessary as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation, or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

(1) DOI or any component of DOI;

(2) Any other Federal agency appearing before the Office of Hearings and Appeals;

(3) Any DOI employee or former employee acting in his or her official capacity;

(4) Any DOI employee or former employee acting in his or her individual capacity

when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

(5) The United States Government or any agency thereof, when DOJ determines that

DOI is likely to be affected by the proceeding.

B. To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of

records;

(2) DOI has determined that as a result of the suspected or confirmed breach there is a

risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities and persons is reasonably necessary

to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(1) responding to a suspected or confirmed breach; or

(2) preventing, minimizing, or remedying the risk of harm to individuals, the

recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the United States.

N. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, when a matter has become public knowledge; when it is necessary to preserve the confidence in the integrity of DOI or is necessary to demonstrate the accountability of its officers, employees, or individuals covered in the system; or where there exists a legitimate public interest in the disclosure of the information, such as circumstances where providing information supports a legitimate law enforcement or public safety function, or protects the public from imminent threat of life or property; except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To an official of another Federal, state, territorial, local, tribal, or foreign agency to provide information needed in the performance of official duties related to the verification, authorization, or processing of money, real property, personal property, services, or other gift donations by individuals or organizations, or any issue otherwise related to the purpose for which the records were compiled.

Records are maintained in both paper and electronic form. Paper records are maintained in file folders stored in file cabinets. Electronic records are maintained as files in computers, computer databases, e-mail, and on encrypted removable drives and agency servers.

Information within this system may be retrieved by the DOI office or bureau receiving the donation, the benefitting program or activity, nature of the gift, size of the donation, the identity of the donor by individual or organization name, and may also be retrieved by keyword search.

Records are maintained under Departmental Records Schedule (DRS)-3.1.0001, Program Monitoring and Policy Development (DAA-0048-2013-0008-0001), which has been approved by the National Archives and Records Administration (NARA). DRS-3.1.0001 is a Department-wide records schedule that covers records involved in the regular monitoring and oversight of Federal programs. The disposition for these records is temporary. These records will be destroyed five years after cut-off, which is at the end of the fiscal year in which the final document is superseded or obsolete, or upon determination that a final document will not be produced. Records not used to support the program are cut off at the end of the fiscal year when the document was created as these records support the creation of permanent policy records that are not authorized for destruction and must be transferred to the National Archives in accordance with other records retention schedules. Paper records are disposed of by shredding or pulping, and records contained on electronic media are degaussed or erased in accordance with 384 Departmental Manual 1 and NARA guidelines.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. During normal hours of operation, paper records are maintained in locked file cabinets under the control of authorized personnel. Electronic records are safeguarded by permissions set to "Authenticated Users" which require password login. Computer servers on which electronic records are stored are located in secured DOI controlled facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. The computer servers in which electronic records are stored are located in DOI facilities that are secured by security guards, alarm systems and off-master key access. Access to servers containing records in this system is limited to DOI personnel and other authorized parties who have a need to know the information for the performance of their official duties. Data exchanged between the servers and the system is encrypted. Backup tapes are encrypted and stored in a locked and controlled room in a secure, off-site location.

Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974, 5 U.S.C. § 552a; Paperwork Reduction Act of 1995, 44 U.S.C. §§3501-3521; Federal Information Security Modernization Act of 2014, 44 U.S.C. §§ 3551-3558; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Security controls include user identification, passwords, database permissions, encryption, firewalls, audit logs, and network system security monitoring, and software controls. Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior.

An individual requesting records on himself or herself should send a signed, written inquiry to the applicable System Manager identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the applicable System Manager as identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the applicable System Manager as identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

None.

77 FR 66628 (November 6, 2012).

Unclassified.

(1) Department-wide training records are centrally managed by the Office of Policy, Management and Budget, Chief Human Capital Office, and are maintained in the Department’s learning management system located at a DOI-controlled datacenter at U.S. Department of the Interior, 7301 W. Mansfield Avenue, Denver, CO 80235.

(2) Records are also located in DOI bureau and office facilities, systems, and portals that manage or sponsor training and educational programs.

(1) Chief Learning Officer, Office of the Secretary, Department of the Interior, Main Interior Building, 1849 C Street NW, Washington, DC 20240.

(2) Bureau and Office Learning Managers responsible for managing training, educational and learning programs. A current list of the Learning Managers and their addresses is available on the DOI Learn Bureau Contact Website at https://www.doi.gov/doilearn/datastewards/.

5 U.S.C. 4101, et seq., Government Organization and Employee Training; 5 U.S.C. 1302, 2951, 4118, 4506, 3101; 43 U.S.C. 1457; Title VI of the Civil Rights Act of 1964 as amended (42 U.S.C. 2000d); Executive Order 11348, Providing for Further Training of Government Employees, as amended by Executive Order 12107, Relating to Civil Service Commission and Labor Management in Federal Service; 5 CFR 410, Subpart C, Establishing and Implementing Training Programs; Americans with Disabilities Act (42 U.S.C. 12101); and the E-Government Act of 2002 (44 U.S.C. 3501, et seq.).

The primary purposes of the system are to: (1) manage training and learning programs; (2) plan and facilitate training courses including outreach, registration, enrollment and payment; (3) maintain and validate training records for certification and mandatory compliance reporting; (4) meet Federal training statistical reporting requirements; (5) maintain class rosters and transcripts for course administrators, students and learners; and (6) generate budget estimates for training requirements.

DOI employees, contractors, interns, emergency workers, volunteers and appointees who receive training related to their official duties, whether or not sponsored by DOI bureaus and offices. Non-DOI individuals who participate in DOI-sponsored training and educational programs, or participate in DOI-sponsored meetings and activities related to training and educational programs. Non-DOI individuals may include individuals from other Federal, state or local agencies, private or not-for-profit organizations, universities and other schools, and members of the public.

Training, educational and learning management records may include course registration, attendance rosters, and course information including course title, class name, objectives, description, and who should attend; class status information including begin and end dates, responsible class instructor, completion status and certification requirements; student transcripts (course(s) completed/not completed, test scores, acquired skills); and correspondence, reports and documentation related to training, education and learning management programs. These records may contain: name, Social Security number, employee common identifier generated from the DOI Federal Personnel and Payroll System (FPPS), login username, password, agency or organization affiliation, work or personal address, work or personal phone and fax number, work or personal e-mail address, gender, date of birth, organization code, position title, occupational series, pay plan, grade level, supervisory status, type of appointment, education level, duty station code, agency, bureau, office, organization, supervisor's name and phone number, date of Federal service, date of organization or position assignment, date of last promotion, occupational category, race, national origin, and adjusted basic pay. Records may also include billing information such as responsible agency, tax identifier number, DUNS number, purchase order numbers, agency location codes and credit card information. Records maintained on non-DOI individuals is generally limited to name, agency or organization affiliation, address, work and personal phone and fax numbers, work and personal email addresses, supervisor name and contact information, position title, occupational series, and billing information.

Information on DOI employees is obtained directly from individuals on whom the records are maintained, supervisors, or existing DOI records. Historical employee training records may be obtained from other DOI learning management systems. Information from non-DOI individuals who register or participate in DOI-sponsored training programs is obtained from individuals through paper and electronic forms. Information may also be obtained by another agency, institution or organization that sponsored the training event.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To release statistical information and training reports to other organizations who are involved with the training. B. To disclose information to other Government training facilities (Federal, state, and local) and to non-Government training facilities (private vendors of training courses or programs, private schools, etc.) for training purposes. C. To provide transcript information to education institutions upon the student’s request in order to facilitate transfer of credit to that institution, and to provide college and university officials with information about their students working in the Pathways Program, Volunteer Service, or other similar programs necessary to a student’s obtaining credit for the experience. D. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled. E. To an expert, consultant, grantee, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system. F. To share logistical or attendance information with partner agencies (Government or non-Government) who, based on cooperative training agreements, have a need to know. G. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

(1) DOI or any component of DOI;

(2) Any other Federal agency appearing before the Office of Hearings and Appeals;

(3) Any DOI employee or former employee acting in his or her official capacity;

(4) Any DOI employee or former employee acting in his or her individual capacity

when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

(5) The United States Government or any agency thereof, when DOJ determines that

DOI is likely to be affected by the proceeding.

H. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record.

I. To an official of another Federal, state or local government or Tribal organization to provide information needed in the performance of official duties related to reconciling or reconstructing data files, in support of the functions for which the records were collected and maintained, or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

J. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

K. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

L. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

M. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

N. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of records;

(2) DOI has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities and persons is reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

O. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(1) responding to a suspected or confirmed breach; or

(2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

P. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

Q. To the Department of the Treasury to recover debts owed to the United States.

R. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

S. To the Office of Personnel Management to disclose information on employee general training, including recommendations and completion, specialized training obtained, participation in government-sponsored training, or training history as required to provide workforce information for official personnel files.

Disclosure To Consumer Reporting Agencies

Pursuant to 5 U.S.C. 552a(b)(12), records may be disclosed to consumer reporting agencies as they are defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Records are stored in systems, databases, electronic media on hard disks, magnetic tapes, compact disks and paper media.

Information from this system is retrieved by either unique identifying fields (e.g., student name or e-mail address) or by general category (e.g., course code, training location, class start date, registration date, affiliation, mandatory training compliance and payment status).

DOI training records are maintained under Department Records Schedule (DRS) - 1.2.0004, Short-Term Human Resources Records (DAA-0048-2013-0001-0004) and DRS -1.2.0005, Long-term Human Resources Records (DAA-0048-2013-0001-0005), which were approved by NARA. General employee training records and working files have a temporary disposition authority and are maintained for three years. Records will be cut off at the end of fiscal year in which files are closed, and the records will be destroyed 3 years after cut-off. Employee performance and competency management records maintained under DRS 1.2.0005 have a longer retention period. The records disposition is temporary, and records will be cut off at the end of the fiscal year in which the record is created. Contractor data will be cut off when the contractor separates or is no longer employed by the agency. Records must be retained 7 years after cut-off.

Training records related to specialized program areas may be covered under other approved records retention schedules based on the program or mission area and agency needs. Retention periods may vary based on the training program or subject matter, and longer retention is authorized for specific training programs when it is necessary to support business use or to meet Federal records requirements. Approved destruction methods for temporary records that have met their retention period include shredding or pulping paper records, and erasing or degaussing electronic records in accordance with 384 Departmental Manual 1 and NARA guidelines.

The records maintained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security rules and policies. During normal hours of operation, paper or micro format records are maintained in locked file cabinets in secured rooms under the control of authorized personnel. Information technology systems follow the National Institute of Standards and Technology privacy and security standards developed to comply with the Privacy Act of 1974 as amended, 5 U.S.C. 552a; the Paperwork Reduction Act of 1995, Pub. L. No. 104-13; the Federal Information Security Modernization Act of 2014, Pub. L. No. 113-283, as codified at 44 U.S.C. 3551, et seq.; and the Federal Information Processing Standard 199, Standards for Security Categorization of Federal Information and Information Systems.

Computer servers on which electronic records are stored are located in secured DOI facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Security controls include encryption, firewalls, audit logs, and network system security monitoring. Electronic data is protected through user identification, passwords, database permissions and software controls. Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each person’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users for DOI are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training, and sign DOI Rules of Behavior.

Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974, 5 U.S.C. § 552a; Paperwork Reduction Act of 1995, 44 U.S.C. §§3501-3521; Federal Information Security Modernization Act of 2014, 44 U.S.C. §§ 3551-3558; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Security controls include user identification, passwords, database permissions, encryption, firewalls, audit logs, and network system security monitoring, and software controls. A privacy impact assessment was conducted on DOI’s learning management system to ensure that Privacy Act requirements are met and appropriate privacy controls were implemented to safeguard personally identifiable information.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager as identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager as identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager as identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

None.

70 FR 58230 (October 5, 2005); modification published at 73 FR 8342 (February 13, 2008).

(1) Office of Equal Opportunity, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240. Bureau/office equal opportunity offices:

(2) Bureau of Land Management, 1849 C Street NW, MS-302 LS, Washington, DC 20240.

(3) Bureau of Reclamation, PO Box 25007, Denver, Colorado 80225-0007.

(4) U.S. Geological Survey, MS 602, Reston, Virginia 22092.

(5) National Park Service, 1849 C Street NW, MS-2747 MIB, Washington, DC 20240.

(6) U.S. Fish and Wildlife Service, North Fairfax Drive, Room 300 Webb Building, Arlington, Virginia 22203.

(7) Minerals Management Service, 381 Elden Street, MS 2900, Herndon, Virginia 20170.

(8) Office of Surface Mining Reclamation and Enforcement, 1951 Constitution Avenue NW, Room 138-SIB, Washington, DC 20240.

(9) Bureau of Indian Affairs, 1849 C Street NW, MS-4554 MIB, Washington, DC 20240.

Individuals who claim to have been discriminated against on the basis of race, color, sex, religion, national origin, handicap, age and/or sexual orientation in violation of various statutes and regulations including Title VI and Title VII of the Civil Rights Act of 1964, as amended (42 U.S.C. 2000d and 42 U.S.C. 2000e, et seq); Section 501 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 791, et seq) and its implementing regulations; the Age Discrimination in Employment Act of 1967, as amended (29 U.S.C. 794, et seq) and its implementing regulations; the Age Discrimination in Employment Act of 1967, as amended (29 U.S.C. 621, et seq); Title IX of the Education Amendments of 1972 (Pub. L. 92-318); Section 403 of the Trans-Alaska Pipeline Authorization Act (Pub. L. 93-153.87 Stat. 576); and Departmental Manual 373 DM 7, dated December 1, 1998, subject: Equal Opportunity Procedures for Processing Complaints of Discrimination Based on Sexual Orientation.

Complaints of discrimination; reports of complaints investigation and supplementary documentary evidence; correspondence, including requests for information from other Federal agencies, and from minority, civil rights, women's and community organizations; documents obtained from recipients of permits, rights-of-way, public land orders, or other Federal authorizations, and their agents, contractors, and subcontractors, under the Trans-Alaska Pipeline Authorization Act (Pub L. 93-153, 87 Stat. 576); and relevant statistical data obtained from various sources.

Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. 2000d) and its implementing regulations (43 CFR part 17, subpart A); Title VII of the Civil Rights Act of 1964, as amended (42 U.S.C. 2000e, et seq) and its implementing regulations (29 CFR part 1614); section 501 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 791, et seq); section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794, et seq) and its implementing regulations (43 CFR Part 17, subpart B); the Age Discrimination in Employment Act of 1967, as amended (29 U.S.C. 621, et seq); Title IX of the Education Amendments of 1972 (Pub.L. 92-318); and section 403 of the Trans-Alaska Pipeline Authorization Act (Pub. L. 93-153.87 Stat. 576).

The primary purposes of the system are:

(1) To investigate and resolve complaints of discrimination.

(2) To compile statistical information on complaints of discrimination. Disclosures outside the Department of the Interior may be made:

(1) To other Federal agencies charged with the enforcement of equal employment opportunity laws, orders and regulations, on a need-to-know basis to assist these agencies in their enforcement activities.

(2) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body with jurisdiction when (a) the United States, the Department of the Interior, a component of the Department, or when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the disclosure is deemed by the Department of the Interior to be relevant or necessary to the litigation, and (c) the Department of the Interior determines that disclosure is compatible with the purpose for which the records were compiled.

(3) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license when the disclosing agency becomes aware of information indicating a violation or potential violation of a statute, rule, regulation, order or license.

(4) To a congressional office in connection with an inquiry an individual covered by the system has made to the congressional office.

(5) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Within the Departmental office, manual records are stored in file folders in a Aisle Saver System manual storage system. An automated complaints management information system is used to manage and track the processing of complaints.

Records are retrieved by name and employing bureau of individuals filing complaints, docket control number of complaints, and other appropriate data fields.

Records are maintained in accordance with safeguards meeting the requirements of the Privacy Act of 1974, as amended (5 U.S.C. 552a) and Departmental regulations (43 CFR part 2, subpart D). Standards for the maintenance of records subject to the Privacy Act are described in Departmental regulations (43 CFR 2.48) and involve the content of the records, data collection practices, and the use, safeguarding, and disposal of personal information in the records. In offices where records are handled, posted warning signs remind employees of access limitations, standards of conduct for employees handling Privacy Act records, and possible criminal penalties for violation of security regulations. Access to records is limited to authorized personnel on a need-to-know basis.

Within the Departmental office, manual records are stored in a locked Aisle Saver System (file unit) in a room locked with an off-master key. Automated records are maintained in conformance with safeguards based on recommendations of the National Bureau of Standards contained in "Computer Security Guidelines for Implementing the Privacy Act of 1974" (FIPS Pub.41, May 30, 1975). Within bureau offices, records are maintained with appropriate administrative, technical, and physical safeguards to insure their security and confidentiality.

Records are retained and disposed of in compliance with the National Archives and Records Administration's General Records Schedule No.1, Item No.26.

(1) Director, Office for Equal Opportunity, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240:

For complaints of discrimination arising under Title VI and VII of the Civil Rights Act of 1964, as amended (42 U.S.C. 2000d and 42 U.S.C. 2000e, respectively), Departmental Manual 373 DM 7, dated December 1, 1998, section 501 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 791, et seq); section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794, et seq.) and its implementing regulations; the Age Discrimination in Employment Act of 1967, as amended (29 U.S.C. 621, et seq); and Title IX of the Education Amendments of 1972 (Pub. L. 92-318).

(2) Director, Alaska State Office, Bureau of Land Management, 222 West 7th Avenue #13, Anchorage, Alaska 99513:

For complaints arising under section 493 of the Trans-Alaska Pipeline Authorization Act (Pub. L. 93-153, 87 Stat. 576).

(3) Associate Solicitor, Division of General Law, Office of the Solicitor, U.S. Department of the Interior, 1849 C Street NW, MS-6530 MIB, Washington, DC 20240:

For complaints of discrimination arising under Title VII of the Civil Rights of 1964, as amended (42 U.S.C. 2000e) which are filed against the Departmental Office for Equal Opportunity.

Inquiries regarding the existence of records shall be addressed to the appropriate System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.

A request for access to records shall be addressed to the appropriate System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.

A request for amendment of records shall be addressed to the appropriate System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Complainants; recipients of permits, rights-of-way, public land orders, or other Federal authorizations, and their agents, contractors, subcontractors, and employees under section 403 of the Trans-Alaska Pipeline Authorization Act (87 Stat. 576); administrators and recipients of Government funds from programs administered by the Department of the Interior; Federal, State, and local government agencies; community, minority, civil rights, and women's organizations; unions; Members of Congress and their staffs; bureaus and offices of the Department of the Interior; and confidential informants, to the extent they possess relevant data otherwise unavailable.

None.

Unclassified.

(1) Office of the Bureau of Land Management National Paleontologist, WO-240, 20 M Street SE, Suite 2134, Washington, DC 20003.

(2) Bureau of Reclamation, Denver Federal Center, 6th & Kipling, Building 67, Denver, CO 80225.

(3) National Park Service, 1849 C Street NW, Mail Stop 2460, Washington, DC 20240.

(4) U.S. Fish & Wildlife Service Headquarters Office, National Wildlife Refuge System, 5275 Leesburg Pike, Falls Church, VA 22041.

(5) Regional and field offices for each bureau or office responsible for issuing and administering paleontological use permits.

(1) Bureau of Land Management System Manager, National Paleontologist, WO-240, 20 M Street SE, Suite 2134, Washington, DC 20003.

(2) Bureau of Reclamation System Manager, Federal Preservation Officer, Denver Federal Center, 6th & Kipling, Building 67, Denver, CO 80225.

(3) National Park Service Special Park Uses Program Manager, 1849 C Street NW, Mail Stop 2460, Washington, DC 20240.

(4) U.S. Fish & Wildlife FWS System Manager, Federal Preservation Officer, National Wildlife Refuge System, 5275 Leesburg Pike, Falls Church VA 22041.

The Paleontological Resources Preservation Act, 16 U.S.C. 470aaa et seq.

The primary purpose of this system is to implement the PRPA, which requires DOI to issue implementation regulations to manage, protect, and preserve paleontological resources on Federal lands under the jurisdiction of DOI using scientific principles and expertise. The primary uses of the records are to provide BLM, Reclamation, NPS, and FWS with information to approve or deny requests for paleontological resources use permits. Additionally, this system of records will facilitate management, tracking, and reporting activities under permits, thus allowing bureau and office staff to ensure that permitted activities do not interfere with management objectives for the land or with other authorized public uses, thereby protecting Federal land and the natural and cultural resources on that land.

Individuals covered by this system include members of the public who apply for paleontological resources use permits; permittees and persons working under a permit (support personnel); persons who file a written objection to a proposed notice of violation and assessment of civil penalty and/or request a hearing on a final assessment of civil penalty; DOI employees, contractors, or partners who perform paleontological investigations for scientific research; employees located at a facility that curate Federal collections; and DOI employees who serve as contacts for processing applications and managing permits.

This system contains paleontological resources use permit applications; documents associated with the bureau or office decision on a permit; documents associated with the management of the permits, including records of appeals of bureau or office decisions; and other records necessary to manage the permitting process and permit-related bureau or office administrative records. The system also contains information on permit numbers, locations of the paleontological site, locality numbers, types, and purposes of the proposed activity, reports of results of permitted activities, and locations and transfers of collections made under a permit. These records may contain the following information: names of applicants and support personnel such as other persons who conduct or oversee work under the permit; researchers; applicant institutional affiliation; applicant contact information including work mailing address, work telephone number(s), work fax number, and/or professional e-mail address; field contact information; applicant and support personnel resumes, educational institutions attended and dates of attendance or graduation, applicant institutional affiliation, employment information, machinery or vehicle identifying information as appropriate; proof of insurance as appropriate, and other information necessary to ensure that the applicant can perform the work proposed under the permit. The system may also contain records related to the assessment of civil penalties including written notices of objection to a proposed assessment of civil penalty, written requests for a hearing on a final assessment of civil penalty, final determinations, and any correspondence or record related to the implementation of provisions related to civil penalties under the PRPA.

Records in this system are obtained from individuals covered by the system including applicants for and holders of permits and their support personnel, researchers, DOI employees, DOI contractors, DOI partners, curators and staff-employed at repositories curating Federal collections.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information maintained in this system may be disclosed to authorized entities outside DOI for purposes determined to be relevant and necessary as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

(1) DOI or any component of DOI;

(2) Any other Federal agency appearing before the Office of Hearings and Appeals;

(3) Any DOI employee or former employee acting in his or her official capacity;

(4) Any DOI employee or former employee acting in his or her individual capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

(5) The United States Government or any agency thereof, when DOJ determines that DOI is likely to be affected by the proceeding.

B. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record.

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, grantee, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of records;

(2) DOI has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(1) responding to a suspected or confirmed breach; or

(2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the United States.

N. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To partners, curators and staff that have physical custody of Federally-owned collections of paleontological resources in furtherance of the care and management of the paleontological collection.

P. To other Federal agencies and non-Federal institutions, partners, scientists, groups, persons, or the general public through the news media, social media applications, and museum exhibits to foster public education and awareness and provide outreach on paleontological resources from bureau-administered lands.

Q. To permitted researchers to share relevant information from the original permit regarding previous scientific investigations on paleontological resources. Information shared with researchers will be limited to name and professional contact information, as well as the nature and location of previous discoveries.

Disclosure To Consumer Reporting Agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made from this system to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 U.S.C. 3701(a)(3)).

PRPA records are managed securely at DOI and bureau offices. Paper records are contained in file folders stored in locked file cabinets at secured DOI and bureau facilities. Electronic records are maintained as restricted access in shared or removable drives, computers, e-mail, and electronic databases.

Records are retrieved by the individual’s name (permittees or researchers), permit number, locality number, location of the paleontological site, and other types of information by key word search.

Records in this system are maintained in accordance with specific bureau records retention schedules that have been approved by NARA. Bureau of Reclamation records are maintained under PRM-10.00 Museum Property, Artwork, and Artifacts - Permanent, ENV-3.00 Cultural Resources - Permanent, and Natural Resource Protection and Management Program - Permanent. Bureau of Land Management records are maintained under BLM 4/14 Grazing and other Land-Use Lease and Permit Files - Temporary, 30 years. Fish and Wildlife Service records are maintained under PERM-811, Archaeological Permit Files - Temporary, 3 years. The National Park Service records are maintained under NPS Records Schedule, Resource Management and Lands (Item 1D) (N1-79-08-1) - Temporary, Destroy/delete 3 years after closure.

A new Department Records Schedule (DRS) - 2 Mission Bucket Schedule for mission-related records has been submitted to NARA and is pending approval. Once NARA approves the DRS the records related to this system will be maintained in accordance with the following DRS: 2.1.1.03, Long-Term Mission - Natural & Cultural Resources, Native American Graves Protection and Repatriation Act (NAGPRA) & Paleontology; and DRS 2.1.1.04, Historically-Significant Natural & Cultural Resources – NAGPRA & Paleontology. Records under DRS 2.1.1.03 have a temporary disposition authority and are maintained for approximately 25 years after cut-off. Approved destruction methods for temporary records that have met their retention period include shredding or pulping paper records, and erasing or degaussing electronic records in accordance with 384 Departmental Manual 1 and NARA guidelines. Records maintained under DRS 2.1.1.04 have a permanent retention schedule. Permanent records are maintained either at the office of record or transferred to the Federal Records Center or NARA when volume warrants.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security rules and policies. Records are accessible only by authorized DOI employees, and other Federal Government agencies and contractors who have contractual agreements with BLM, Reclamation, NPS, and FWS to conduct activities related to paleontology. During normal hours of operation, paper records are secured in locked file cabinets under the control of authorized personnel. Computers and servers on which electronic records are stored are located in secured DOI and/or contractor facilities with physical, technical, and administrative levels of security such as access codes, security codes, and security guards, to prevent unauthorized access to the DOI network and information assets. Access to DOI networks and data requires a valid username and password and is limited to DOI personnel and/or contractors who have a need to know the information for the performance of their official duties. Access to contractor’s networks and data requires restricted access limited to authorized personnel.

Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974 as amended, 5 U.S.C. 552a; the Paperwork Reduction Act of 1995, Pub. L. 104-13; Federal Information Security Modernization Act of 2014, Pub. L. 113-283, as codified at 44 U.S.C. 3551 et seq.; and the Federal Information Processing Standard 199, Standards for Security Categorization of Federal Information and Information Systems. Security controls include user identification, passwords, database permissions, encryption, firewalls, audit logs, network system security monitoring, and software controls. System administrators and authorized personnel are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior.

An individual requesting records on himself or herself should send a signed, written inquiry to the appropriate System Manager identified in this notice. The request must include the specific bureau or office that maintains the records to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the appropriate System Manager identified in this notice. The request must include the specific bureau or office that maintains the records to facilitate location of the applicable records. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the appropriate System Manager identified in this notice. The request must include the specific bureau or office that maintains the records to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

None.

None.

Unclassified.

Office of the Executive Secretariat, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 7314 MIB, Washington, DC 20240; DOI bureaus and offices managing eRulemaking Program records; and General Services Administration servers located in the National Computer Center, Research Triangle Park, North Carolina.

Director, Office of the Executive Secretariat and Regulatory Affairs, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 7314 MIB, Washington, DC 20240.

E-Government Act of 2002, Pub. L. No. 107-347, § 206(d); 44 U.S.C. Ch 36; 5 U.S.C. 301.

The eRulemaking Program helps DOI manage a central, electronic repository for all DOI rulemaking materials and dockets, which include the rulemaking itself, Federal Register notices, supporting materials such as scientific or economic analyses, and public comments. The electronic repository also includes non-rulemaking dockets. DOI uses Regulations.gov to accept public comments electronically and FDMS for comment analysis. Each DOI bureau and office manages its own docket and can only access the comments or supporting materials submitted on its own rulemakings.

Individuals covered by the system are any individuals — including public citizens; representatives of Federal, state, Tribal, or local governments; businesses; and industries — who provide personal information while submitting a comment or supporting materials on a Federal agency rulemaking.

Public comments and any supporting materials received in response to DOI rulemakings and Federal Register notices. Records may include names, mailing addresses, email addresses and other information about members of the public submitting comments in response to DOI rulemakings and notices. This system may also include administrative records, comment analyses, correspondence and other records related to the management of the eRulemaking Program that may contain personal information.

Any individual who submits a comment or supporting materials on a DOI rulemaking.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

(1) DOI or any component of DOI;

(2) Any other Federal agency appearing before the Office of Hearings and

Appeals;

(3) Any DOI employee or former employee acting in his or her official capacity;

(4) Any DOI employee or former employee acting in his or her individual

capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

(5) The United States Government or any agency thereof, when DOJ determines

that DOI is likely to be affected by the proceeding.

B. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record.

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, Tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files, or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, Tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial, Tribal and local governments to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, grantee, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of

records;

(2) DOI has determined that as a result of the suspected or confirmed breach there

is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities, and persons is reasonably

necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(1) responding to a suspected or confirmed breach; or

(2) preventing, minimizing, or remedying the risk of harm to individuals, the

recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the United States.

N. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To the General Services Administration (GSA) or other Federal agency operating under a shared service provider cross-servicing agreement with DOI for purposes relating to the processing and maintenance of records, to reconstitute the system in case of system failure or helpdesk request, and to ensure the integrity of the system and the effective management of the eRulemaking Program.

P. To OMB, the Government Accountability Office (GAO), or other organization for the purpose of performing audit or oversight operations as authorized by law in accordance with their responsibilities for evaluating Federal programs, but only such information as is necessary and relevant to such audit or oversight function.

Paper records are contained in file folders stored in file cabinets in secure DOI controlled facilities. Electronic records are contained in removable drives, computers, email, electronic databases, backups maintained by DOI, and on secure servers maintained by GSA that are only accessed by authorized personnel.

Records, comments and supporting materials submitted for DOI rulemakings may be retrieved by various data elements and key word searches, including: name, docket type, docket sub-type, agency docket ID, docket title, docket category, document type, CFR part, date comment received, and Federal Register publication date.

Retention periods may vary depending on the program, notice or purpose of the rulemaking or publication. Records of public comments are retained and disposed of in accordance with applicable DOI records schedules that have been approved by NARA based on the subject or function and records series. The majority of public comments related to Federal Register notices fall under the DOI Departmental Records Schedule (DRS). Records related to Federal Register notices are covered by DRS 1, Short-term Administration Records (DAA-0048-2013-0001-0001), which have a temporary disposition and are destroyed 3 years after cut-off. Records related to rulemaking are covered by DRS 3, Policy Records (DAA-0048-2013-0008-0010), Final Regulations, which have a Permanent disposition and are transferred to NARA 15 years after cut-off.

Records of public comments are disposed of in accordance with the applicable DOI records retention schedules and policy based on the program area and agency needs. When approved for destruction, paper records are disposed of by shredding or pulping, and records contained on electronic media are degaussed or erased in accordance with NARA guidelines and 384 Departmental Manual 1.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. During normal hours of operation, paper records such as the original or scanned copies of the supporting materials received in response to DOI rulemakings and Federal Register notices are maintained in file cabinets under the control of authorized personnel.

Computer servers on which electronic records are stored are located in secured DOI-controlled facilities with physical, technical, and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Access granted to authorized personnel is password-protected, and each person granted access to the system must be individually authorized to use the system. A Privacy Act Warning Notice appears on the computer monitor screens when records containing information on individuals are first displayed. Data exchanged between the servers and the system is encrypted. Backup tapes are encrypted and stored in a locked and controlled room in a secure, off-site location.

Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974 as amended, 5 U.S.C. 552a; the Paperwork Reduction Act of 1995, Pub. L. No. 104-13, as codified at 44 U.S.C. 3501 et seq.; the Federal Information Security Modernization Act of 2014, Pub. L. No. 113-283, as codified at 44 U.S.C. 3551, et seq.; and the Federal Information Processing Standard 199, "Standards for Security Categorization of Federal Information and Information Systems." Security controls include user identification, passwords, database permissions, encryption, firewalls, audit logs, network system security monitoring, and software controls.

Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior.

The GSA information technology system that hosts Regulations.gov and FDMS is located in a facility protected by physical walls, security guards, and requiring identification badges. Rooms housing the information technology system infrastructure are locked, as are the individual server racks. All security controls are reviewed on a periodic basis by external assessors. The controls themselves include measures for access control, security awareness training, audits, configuration management, contingency planning, incident response, and maintenance. Records in FDMS are maintained in a secure, password protected electronic system that utilizes security hardware and software to include multiple firewalls, active intrusion detection, encryption, identification and authentication of users.

As a partner agency, DOI manages access to FDMS through designated account managers in order to establish, manage, and terminate DOI user accounts. DOI bureaus and offices have access to comments and supporting materials submitted on their own rulemakings and are responsible for managing those records in accordance with DOI policies and regulations.

An individual requesting records on himself or herself should send a signed, written inquiry to the applicable System Manager identified above. The request must include the specific bureau or office that maintains the record to facilitate the location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the applicable System Manager as identified above. The request must include the specific bureau or office that maintains the record to facilitate the location of the applicable records. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the applicable System Manager as identified above. The request must include the specific bureau or office that maintains the record to facilitate the location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

None.

None.

Records in this system are maintained by the Department of the Interior, Indian Arts and Crafts Board, 1849 C Street N.W., Mail Stop 2528-MIB, Washington, D.C. 20240; Office of Law Enforcement, U.S. Fish and Wildlife Service, 500 Gold Avenue, Mail Stop 9021, Albuquerque, New Mexico 87102; and at IACB field offices located at DOI facilities. Records are also maintained at DOI IACB museum facilities: Southern Plains Indian Museum, 801 E Central Boulevard, Anadarko, Oklahoma 73005; Museum of the Plains Indian, 19 Museum Loop, Browning, Montana 59417; and Sioux Indian Museum, 222 New York Street, Rapid City, South Dakota 57701.

Individuals who donate collection objects or other materials to the IACB; request access to or information about collections materials; request usage of or rights to archival materials held by the IACB; participate in exhibits, lectures, conferences, contests, or similar events sponsored by the IACB; individuals investigated or arrested for offering or displaying for sale or selling any good, with or without a Government trademark, in a manner that falsely suggests it is Indian produced, an Indian product, or the product of a particular Indian or Indian tribe or Indian arts and crafts organization; complainants and witnesses of complaints or investigations; and individuals who contact or correspond with DOI officials on matters relating to the management of IACB activities or implementation of the Indian Arts and Crafts Act. This system includes current and former IACB Commissioners and Board members, DOI employees, contractors, and volunteers who are involved in providing the services or the management of IACB program activities, promotions, or initiatives; employees or officials from other agencies, museums, or organizations involved in IACB exhibits, promotions, or activities; and Federal, state, local, or tribal law enforcement officials involved in investigating complaints. This system contains records concerning corporations and other business entities, which are not subject to the Privacy Act. However, records pertaining to individuals acting on behalf of corporations and other business entities may reflect personal information.

This system consists of records created or compiled during the management and oversight of IACB activities including records relating to Native American arts and crafts, and outreach to Native American artists, craftspeople, businesses, museums, educational, and cultural organizations; records relating to economic development for Native American artists and craftspeople; and law enforcement records. These records include tribal enrollment documents, photographs, forms, reports, and correspondence, which may include: first and last names, Social Security numbers, dates of birth, home or work addresses, home or work telephone numbers, email addresses, other contact information, badge numbers, investigation case numbers, identification numbers for subjects of investigation, tribal affiliation, tribal enrollment numbers, ethnicity and race, gender, fingerprints, hair and eye color, any other physical or distinguishing attributes of an individual, and category of art or craft. Law enforcement records in this system may also include additional information on individuals collected during the course of conducting an investigation on alleged violations of the Indian Arts and Crafts Act, such as background information, business and personal affiliations, and correspondence, referrals, and findings resulting from such investigations.

Public Law 101-644, The Indian Arts and Crafts Act of 1990; Public Law 106-497, The Indian Arts and Crafts Enforcement Act of 2000; Public Law 111-211, The Indian Arts and Crafts Amendments Act of 2010; 25 U.S.C. 305, Indian Arts and Crafts Board; creation and composition; per diem payments; 18 U.S.C. 1159, Misrepresentation of Indian produced goods and products; and 25 CFR 309, Protection of Indian Arts and Crafts Products.

The system will assist the Department of the Interior IACB in implementation of the Indian Arts and Crafts Act, and management and oversight of program activities.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, disclosures outside DOI may be made as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible for which the records are collected or maintained.

(4) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(5) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(6) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(7) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(8) To state, territorial, and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

(10) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department’s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(11) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(12) To the Department of the Treasury to recover debts owed to the United States.

(13) To the news media and the public, with the approval of the Public Affairs Officer in consultation with Counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

(14) To organizations or members of the general public who inquire about artists that have had business with the IACB in order to purchase their art work or craft, or to schedule or attend an exhibit or other similar event.

(15) To Federal, state, local, or tribal law enforcement agencies in order to initiate investigations, criminal proceedings, or civil actions related to complaints or alleged violations of the Indian Arts and Crafts Act and other Federal laws.

Disclosure to consumer reporting agencies:

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 U.S.C. 3701(a)(3)).

Storage:

Records maintained in paper form are stored in file folders in file cabinets. Electronic records are maintained in computer servers, computer hard drives, electronic databases, email, and electronic media such as removable drives, compact disc, magnetic disk, diskette, and computer tapes.

Information within this system may be retrieved by individual’s name, physical address, region and state of residence, email address, tribal affiliation, category of art or craft, investigation number, and identification number for subject.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security rules and policies. During normal hours of operation, paper records are maintained in locked filed cabinets under the control of authorized personnel. Computers and storage media are encrypted in accordance with DOI security policy. The computer servers in which electronic records are stored are located in secured DOI facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Security controls include encryption, firewalls, audit logs, and network system security monitoring. Access to servers containing records in this system is limited to DOI personnel and other authorized parties who have a need to know the information for the performance of their official duties, and requires a valid username and password. Electronic records are safeguarded by permissions set to "Authenticated Users" which require password login. Personnel authorized to access the system must complete all Security, Privacy, and Records Management training and sign the DOI Rules of Behavior.

IACB records are maintained in accordance with records retention schedules approved by the National Archives and Records Administration (NARA): Comprehensive Schedule of Indian Arts and Crafts Board (IACB) Textual Records (N1-435-93-001); Indian Arts and Crafts Board (IACB) Audiovisual and Publicity-Related Records (N1-435-92-002); Indian Arts and Crafts Board (IACB) Commemorative Volume, 1980, and Correspondence (N1-435-93-002); and Records of the Indian Arts and Crafts Board (IACB) Field Offices, 1930-1983 (N1-435-92-001). IACB Commissioners' biographical records, organizational files and program records, records of meetings, correspondence, publications, and other records relating to the official operations and functions of the IACB have a permanent disposition, and these records are transferred to NARA after cut-off. Other records including routine correspondence, administrative copy files, budget files, and duplicate copies have a temporary disposition, and these records are destroyed in accordance with their applicable retention schedules. Approved disposition methods for temporary records include shredding or pulping paper records, and erasing or degaussing electronic records in accordance with 384 Departmental Manual 1 and NARA guidelines.

Director, Indian Arts and Crafts Board, U.S. Department of the Interior, 1849 C Street N.W., Mail Stop 2528-MIB, Washington, D.C. 20240.

The Department of the Interior is proposing to exempt portions of this system from the notification procedures of the Privacy Act pursuant to section (k)(2). An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

The Department of the Interior is proposing to exempt portions of this system from the access procedures of the Privacy Act pursuant to section (k)(2). An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

The Department of the Interior is proposing to exempt portions of this system from the amendment procedures of the Privacy Act pursuant to section (k)(2). An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

Records in the system are obtained from individual members of the public; organizations; Federal, state, local or tribal officials; DOI employees, contractors, and volunteers; and any persons who correspond or communicate with the IACB in the course of program management activities.

This system contains law enforcement investigatory records that are exempt from certain provisions of the Privacy Act, 5 U.S.C. § 552a(k)(2). Pursuant to 5 U.S.C. 552a(k)(2) of the Privacy Act, the Department of the Interior has exempted portions of this system from the following subsections of the Privacy Act: (c)(3), (d), (e)(1), (e)(4)(G) through (e)(4)(I), and (f). In accordance with 5 U.S.C. 553(b), (c), and (e), the Department of the Interior has promulgated a rule, which has been published separately in today’s Federal Register.

Classified and Unclassified.

The system is centrally managed by the Office of Law Enforcement and Security, Office of the Secretary, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 3428 MIB, Washington, DC 20240. Records are maintained in the NBIS system located at the Defense Information Systems Agency (DISA), Defense Enterprise Computing Center (DECC), 3990 E Broad St, Columbus, OH 43213. Records in this system are also maintained by DOI bureaus and offices that manage personnel security programs at the following locations:

(1) Bureau of Indian Affairs, Office of Human Capital Management, Personnel Security Office, 1011 Indian School Road NW, Suite 273, Albuquerque, NM 87104.

(2) Bureau of Indian Education, Human Resources, Personnel Security Office, 1011 Indian School Road NW, Suite 150, Albuquerque, NM 87104.

(3) Bureau of Land Management, National Operations Center, Office of Security Operations, Denver Federal Center, Building 50, Denver, Colorado, 80225.

(4) Bureau of Ocean Energy Management, 45600 Woodland Road, Mail Stop VAE/PSB, Sterling VA 20166.

(5) Bureau of Reclamation, Policy and Programs Directorate, Security Division, Personnel Security and Suitability Program, P.O. Box 25007, Denver, CO 80225.

(6) Bureau of Safety and Environmental Enforcement, 45600 Woodland Road, Mail Stop VAE/PSB, Sterling VA 20166.

(7) National Park Service, Workforce & Inclusion Directorate, Personnel Security & Identity Management Group, 1849 C Street NW, Washington, DC 20240.

(8) Office of Surface Mining, Reclamation and Enforcement, Office of Human Resources, 1849 C Street NW, Mail Stop 1543 MIB, Washington, DC 20240.

(9) Office of Inspector General, 381 Elden Street, Suite 3000, Herndon, VA 20170.

(10) Office of the Solicitor, Division of Administration, 1849 C Street NW, Mail Stop 6556 MIB, Washington, DC 20240.

(11) U.S. Fish and Wildlife Service, 5275 Leesburg Pike, Mail Stop: JAO, Falls Church, VA 22041.

(12) U.S. Geological Survey, Office of Management Services, Security Management Branch, 12201 Sunrise Valley Drive, Mail Stop 250 National Center, Reston, VA 20192.

(13) Assistant Secretary-Indian Affairs, Office of Human Capital Management, Personnel Security, 12220 Sunrise Valley Drive, Reston, VA 20191.

(1) Personnel Security Manager, Office of Law Enforcement and Security, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 3428 MIB, Washington, DC 20240.

(2) National Security Program Office Manager, Office of Law Enforcement and Security, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 3428 MIB, Washington, DC 20240. This official is responsible for the Classified National Security Information, the Sensitive Compartmented Information, and the Industrial Security Programs.

(3) Bureau Personnel Security System Managers:

(a) Bureau of Indian Affairs: Personnel Security Officer, Bureau of Indian Affairs, Office of Human Capital Management, Personnel Security Office, 1011 Indian School Road, NW, Suite 273, Albuquerque, NM 87104.

(b) Bureau of Indian Education: Personnel Security Specialist, Bureau of Indian Education, Human Resources, Personnel Security Office, 1011 Indian School Road NW, Suite 150, Albuquerque, NM 87104.

(c) Bureau of Land Management: Chief Security and Intelligence, Bureau of Land Management, Office of Law Enforcement and Security, 1620 L Street NW, Washington, DC 20036.

(d) Bureau of Ocean Energy Management, Personnel Security Officer, 45600 Woodland Road, Mail Stop VAE/PSB, Sterling VA 20166.

(e) Bureau of Reclamation: Lead Personnel Security Specialist, Bureau of Reclamation, P.O. Box 25007, Denver, CO 80225.

(f) Bureau of Safety and Environmental Enforcement: Personnel Security Officer, 45600 Woodland Road, Mail Stop VAE/PSB, Sterling VA 20166.

(g) National Park Service: Security Officer, National Park Service, Workforce & Inclusion Directorate, Personnel Security & Identity Management Group, 1849 C Street, N.W., Washington, DC 20240.

(h) Office of Surface Mining, Reclamation and Enforcement: Personnel Security Officer, Office of Surface Mining, Reclamation and Enforcement, 1951 Constitution Avenue, NW, South Interior Building, Washington, DC 20240.

(i) Office of Inspector General: Security Specialist, Office of Inspector General, 381 Elden Street, Suite 3000, Herndon, VA 20170.

(j) Office of the Secretary/Interior Business Center: Security Manager, Interior Business Center, 1849 C Street NW, Mail Stop 1224 MIB, Washington, DC 20240.

(k) Office of the Solicitor: Director of Administrative Services, Division of Administration, Office of the Solicitor, 1849 C Street NW, Mail Stop 6556 MIB, Washington, DC 20240.

(l) U.S. Fish and Wildlife Service: Personnel Security Manager, U.S. Fish and Wildlife Service, 5275 Leesburg Pike, Mail Stop: JAO, Falls Church, VA 22041.

(m) U.S. Geological Survey: U.S. Geological Survey, Office of Management Services, Security Management Branch, 12201 Sunrise Valley Drive, Mail Stop 250 National Center, Reston, VA 20192.

(n) Assistant Secretary-Indian Affairs, Office of Human Capital Management, Personnel Security Specialist, 12220 Sunrise Valley Drive, Reston VA 20191.

50 U.S.C. Ch. 23, Internal Security Act of 1950, as amended; National Security Act of 1947, as amended, Pub. L. 80-253; 40 U.S.C. 11331, Responsibilities for Federal information systems standards; Federal Property and Administrative Services Act of 1949, as amended, Pub. L. 81-152; E-Government Act of 2002, Pub. L. 107-347, section 203; 44 U.S.C. 3501-3520, Paperwork Reduction Act of 1995; 5 U.S.C. 301, Departmental regulations; 5 U.S.C. 3301, Civil service; generally; 5 U.S.C. 9101, Access to criminal history records for national security and other purposes; 42 U.S.C. 2165, Security restrictions; 42 U.S.C. 2201, General duties of Commission; 5 CFR Part 5, Regulations, Investigation, and Enforcement (Rule V); 5 CFR Part 732, National Security Positions; 5 CFR Part 736, Personnel Investigations; Executive Order (E.O.) 9397, as amended, Numbering System for Federal Accounts Relating to Individual Persons; E.O. 10450, as amended, Security Requirements for Government Employment; E.O. 10865, Safeguarding Classified Information within Industry; E.O. 12829, as amended, National Industrial Security Program; Executive Order 12333, as amended, United States Intelligence Activities; Executive Order 12968, as amended, Access to Classified Information; E.O. 13470, Further Amendments to Executive Order 12333, United States Intelligence Activities; E.O. 13488, as amended, Granting Reciprocity on Excepted Service and Federal Contractor Employee Fitness and Reinvestigating Individuals in Positions of Public Trust; E.O. 13526, Classified National Security Information; E.O. 13741, Amending Executive Order 13467, To Establish the Roles and Responsibilities of the National Background Investigations Bureau and Related Matters; E.O. 13764, Amending the Civil Service Rules; Security Executive Agent Directives; Homeland Security Presidential Directive (HSPD) 12, Policy for a Common Identification Standard for Federal Employees and Contractors, August 27, 2004; 32 CFR Parts 2001 and 2003; and Federal Information Processing Standard (FIPS) 201-3, Personal Identity Verification (PIV) of Federal Employees and Contractors.

The primary purposes of the system are:

(1) To document and support decisions regarding suitability, eligibility, and fitness for service of applicants for Federal employment, contractors and subcontractors, students, interns, affiliates, or volunteers, or individuals appointed to commissions and boards, including Bureau of Indian Education agency or local school boards, to the extent their duties require regular, ongoing access to Departmental facilities and information systems and networks including clearance for access to classified information and Sensitive Compartmented Information (SCI) access; (2) To prescribe a uniform system for classification management, safeguarding, and declassifying national security information;

(3) To ensure the safety and security of Departmental facilities, information systems and networks, occupants, and users; and

(4) To verify personnel security clearances, access to SCI, reciprocity, and documented exceptions to personnel security standards.

(1) Individuals who require regular, ongoing access to Departmental facilities, information systems and networks, that will grant them access to either classified and unclassified information in the interest of national security, including applicants for employment or contracts with DOI, Departmental employees, contractors, subcontractors, students, interns, volunteers, affiliates, or individuals appointed to commissions and boards, including Bureau of Indian Education agency or local school boards, and individuals formerly in any of these positions. In addition, it will cover individuals needing access to a uniform system of classification management. (2) Employees of independent agencies, councils and commissions, which are provided administrative support by DOI.

(1) Copies of forms submitted by individuals covered by this system including but not limited to: SF 85, Questionnaire for Non-Sensitive Positions; SF 85P, Questionnaire for Public Trust Positions; SF 85P-S, Supplemental Questionnaire for Selected Positions; SF-86, Questionnaire for National Security Positions; SF 86C, Certification; SF 87 Fingerprint Chart; the FD 258 Applicant Fingerprint Card; and other forms and information provided by individuals.

(2) Personnel security records including but not limited to favorable or

unfavorable adjudications related to suitability, fitness for service, credentialing, and continuous vetting, and approvals, denials, revocations, suspensions, waivers, deviations or eligibility-for-access determinations related to national security.

(3) Records of all collateral clearances, SCI access, and personnel security background investigations and adjudications granted or conducted by an IC element, to include pending and cancelled investigations or adjudications. (4) Copies of letters of transmittal between DOI and the Department of Defense regarding the covered individual’s background investigation.

(5) Copies of certification of clearance status and briefings and/or copies of debriefing certificates signed by the individual, as appropriate. Card files contain case file summaries, case numbers, and dispositions of case files following review.

(6) Copies of the annual Self-Inspection Report that is due to the Information Security Oversight Office (ISOO); loss, possible compromise, or unauthorized disclosure of classified information; mandatory review of declassified information report; and any report as stipulated by ISOO under the authority 32 CFR Parts 2001 and 2003.

(7) Records maintained on individuals issued credentials by the Department including personal identity verification (PIV) request form, PIV registrar approval signature, PIV card serial number, PIV card issue and expiration dates, personal identification number, emergency responder designation, copies of "I-9" documents including driver’s license, birth certificate or other government issued identification used to verify identification. These records include information derived from those documents such as document title, document issuing authority, document number, or document expiration date; level of national security clearance and expiration date; computer system user name; user access and permission rights, authentication certificates; and digital signature information.

These records may contain a combination of personally identifiable information on individuals including but not limited to: full name, former names, date of birth, place of birth, Social Security number (SSN), signature, home and work address, personal and official e-mail address, personal and official phone numbers, driver’s license number, passport number, foreign passport, employment or travel visa, employment history, agency affiliation (i.e., employee, contractor or volunteer); military record including status, branch of service, entry and separation date, and type of discharge; residential history, education and degrees earned, names of associates and references and their contact information, citizenship, names of relatives, birthdates and places of relatives, citizenship of relatives, names of relatives who work for the Federal government, criminal history, mental health history, drug use, financial information, image (photograph), fingerprints, gender, hair color, eye color, height, weight; and background investigation, summary report of investigation, results of suitability decisions, level of security clearance, date of issuance of security clearance, and requests for appeal.

Information is obtained from a variety of sources including applicants for employment with DOI, employees, contractors, subcontractors, students, interns, volunteers, affiliates, or individuals appointed to commissions and boards, including Bureau of Indian Education agency or local school boards, individuals formerly in any of these positions, and individuals who are the subject of a background investigation through forms such as the SF-85, Questionnaire for Non-Sensitive Positions, SF-85P, Questionnaire for Public Trust Positions, SF-86, Questionnaire for the National Security Positions, and self-reported information provided in other forms; personal interviews; employers’ and former employers’ records; other Federal agencies supplying data on covered individuals; Federal Bureau of Investigation criminal history records and other law enforcement databases; financial institutions and credit reports; medical records and health care providers; educational institutions; and individuals or Federal, state, local, territory, tribal entities or an individual as protected by the Freedom of Information Act.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

1. DOI or any component of DOI;

2. Any other Federal agency appearing before the Office of Hearings and Appeals;

3. Any DOI employee or former employee acting in his or her official capacity;

4. Any DOI employee or former employee acting in his or her individual capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

5. The United States Government or any agency thereof when DOJ determines that DOI is likely to be affected by the proceeding.

B. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record, to the extent the records have not been exempted from disclosure pursuant to 5 U.S.C. 552a(k).

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained, to the extent the records have not been exempted from disclosure pursuant to 5 U.S.C. 552a(k).

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, grantee, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

1. DOI suspects or has confirmed that there has been a breach of the system of records;

2. DOI has determined that as a result of the suspected or confirmed breach

there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

3. the disclosure made to such agencies, entities, and persons is reasonably

necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

1. responding to a suspected or confirmed breach; or

2. preventing, minimizing, or remedying the risk of harm to individuals, the

recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the United States.

N. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To the Federal Protective Service and appropriate Federal, state, local or foreign agencies responsible for investigating emergency response situations or investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when DOI becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

P. To the Department of Defense, Defense Counterintelligence and Security Agency, Director of National Intelligence, as Security Executive Agent, the Director of the Office of Personnel Management, as Suitability Executive Agent or Credentialing Executive Agent, or their assignee, to perform oversight or any functions authorized by law or executive order in support of personnel security programs, suitability, and/or credentialing.

Q. To the Federal Bureau of Investigation for the purpose of conducting background investigations and performing authorized audit and oversight functions.

R. To Federal agencies and organizations in the Intelligence Community to manage individual accounts and logical access to systems, verify personnel security information, and facilitate information sharing, visitor control, and clearance reciprocity.

S. To other Federal agencies and organizations as appropriate to report, investigate, and respond to a classified spillage and/or any major security violation.

T. To a Congressional committee with jurisdiction for oversight of matters pertaining to personnel security programs, background investigations, and continuous vetting activities.

U. To the Merit Systems Protection Board or the Office of the Special Counsel to disclose information when requested in connection with appeals, special studies of the civil service and other merit systems, review of applicable agency rules and regulations, investigations of alleged or possible prohibited personnel practices, and such other functions, e.g., as promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law.

V. To another Federal agency or organization when authorized and necessary for the purpose of national security, to include but not limited to, insider threat, counterintelligence, counterterrorism, and homeland defense activities to fulfill responsibilities under Federal law or Executive Order.

W. To another Federal agency or organization operating under a shared service agreement with DOI for the processing and maintenance of records and support related to the provision of personnel security and suitability services, to reconstitute the system in case of system failure or helpdesk request, and to ensure the integrity of the system and effective management of personnel security program functions.

Paper records are contained in file folders stored within filing cabinets in secured rooms. Electronic records are contained in computers, compact discs, computer tapes, removable drives, e-mail, diskettes, and electronic databases.

Records are retrievable by name, SSN, and date of birth.

The Departmental Records Schedule (DRS), Administrative Records Bucket Schedule has superseded many of the General Records Schedule (GRS) items for security records. Personnel security records include questionnaires, summaries of reports prepared by the investigating agency, documentation of agency adjudication process and final determination, as well as case files of applicants not hired. The records disposition is temporary. Records are cut off one year after consideration of the candidate ends and destroyed when no longer needed after cutoff (DRS 1.1.0003, DAA-0048-2013-0001-0003). For records maintained on individuals issued credentials by the Department including PIV request form, PIV registrar approval signature, PIV card serial number, PIV card issue and expiration dates, personal identification number, emergency responder designation, copies of "I-9" documents including driver’s license, birth certificate or other government issued identification used to verify identification, the records disposition is temporary. The records are cut off at the end of the fiscal year in which files are closed and destroyed 7 years after cut off (DRS 1.1.0002, DAA-0048-2013-0001–0002). The Standard Form 312, Classified Information Nondisclosure Agreement (NDA), is covered under GRS 4.2 item 121 (DAA-GRS-2015-0002-0003) and requires longer retention. The disposition is temporary. SF 312 forms are destroyed 50 years after final signature.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. Paper records are maintained in locked file cabinets and/or safes under the control of authorized personnel during normal hours of operation. Computer servers on which electronic records are stored are located in secured DOI and DoD facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI or DoD network and information assets. Authorized DOI and DoD personnel must complete training specific to their roles to ensure they are knowledgeable about how to protect personally identifiable information before they are granted access to the system of records.

Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974, as amended, 5 U.S.C. 552a; Paperwork Reduction Act of 1995, 44 U.S.C. 3501 et seq.; Federal Information Security Modernization Act of 2014, 44 U.S.C. 3551 et seq.; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Security controls include user identification, passwords, database permissions, encryption, firewalls, audit logs, and network system security monitoring and software controls which establish access levels according to the type of user. Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. Audit trails are maintained and reviewed periodically to identify unauthorized access or use. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior.

DOI is proposing to exempt portions of this system from the notification, access, and amendment procedures of the Privacy Act pursuant to sections (k)(1), (k)(2), (k)(3), (k)(5), and (k)(6). DOI will make access determinations on a case-by-case basis.

An individual requesting records on himself or herself should send a signed, written inquiry to the applicable System Manager identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

DOI is proposing to exempt portions of this system from the notification, access, and amendment procedures of the Privacy Act pursuant to sections (k)(1), (k)(2), (k)(3), (k)(5), and (k)(6). DOI will make amendment determinations on a case by case basis.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the applicable System Manager as identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

DOI is proposing to exempt portions of this system from the notification, access, and amendment procedures of the Privacy Act pursuant to sections (k)(1), (k)(2), (k)(3), (k)(5), and (k)(6). DOI will make notification determinations on a case by case basis.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the applicable System Manager as identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

This system contains background investigation records and investigatory records related to law enforcement and counterintelligence activities that are exempt from certain provisions of the Privacy Act, 5 U.S.C. 552a(k). Pursuant to the Privacy Act, 5 U.S.C. 552a(k)(1), (k)(2), (k)(3), (k)(5), and (k)(6), DOI has exempted portions of this system from the following subsections of the Privacy Act: (c)(3), (c)(4), (d), (e)(1) through (e)(3), (e)(4)(G) through (e)(4)(I), (e)(5), (e)(8), (e)(12), (f), and (g). In accordance with 5 U.S.C. 553(b), (c) and (e), DOI is publishing a NPRM separately in the Federal Register to claim exemptions under 5 U.S.C. 552a(k)(1), (k)(2), (k)(3), (k)(5), and (k)(6). Additionally, when this system receives a record from another system exempted in that source system under 5 U.S.C. 552a(j) or (k), DOI claims the same exemptions for those records that are claimed for the original primary systems of records from which they originated and claims any additional exemptions set forth here.

72 FR 11036 (March 12, 2007); modification published at 86 FR 50156 (September 7, 2021).

Unclassified.

Records covered by this system are maintained at the following locations:

(1) U.S. Department of the Interior, Office of Law Enforcement and Security, Physical Security Office, 1849 C Street NW, Mail Stop 1324 MIB, Washington, DC 20240; and

(2) U.S. Department of the Interior, Office of the Secretary, Interior Business Center, 7301 W. Mansfield Avenue, MS D–2130, Denver, CO 80235–2300.

(3) Portions of the data covered by this system are also maintained at other Department of the Interior locations, both Federal buildings and Federallyleased space, where staffed guard stations have been established in facilities that have installed a smart-card ID system, and/or paper-based physical security logs and registers, as well as the physical security office(s) of those locations. A list of these locations (as applicable to each bureau) is maintained by each bureau’s Physical Security Manager, whose address is provided under item (2) in the System Manager(s) section below.

(1) Security Manager, Physical Security Office, Office of Law Enforcement and Security, Mail Stop 1324 MIB, 1849 C Street NW, Washington, DC 20240.

(2) Bureau Physical Security Managers:

(a) Bureau of Indian Affairs: Indian Affairs Homeland Security Coordinator, 1849 C Street NW, Mail Stop 4160 MIB, Washington, DC 20240.

(b) Bureau of Indian Education: Indian Affairs Homeland Security Coordinator, 1849 C Street NW, Mail Stop 4160 MIB, Washington, DC 20240.

(c) Bureau of Land Management: Chief Security and Intelligence, Bureau of Land Management, Office of Law Enforcement and Security, 20 M Street SE, Washington, DC 20036.

(d) Bureau of Ocean Energy Management: Bureau of Ocean Energy Management physical security is managed by Security Specialist, Bureau of Safety and Environmental Enforcement, 45600 Woodland Road, Mail Stop VAE–MSD, Sterling, VA 20166.

(e) Bureau of Reclamation: Reclamation Security Officer, Bureau of Reclamation, P.O. Box 25007, Denver, CO 80225.

(f) Bureau of Safety and Environmental Enforcement: Security Specialist, Bureau of Safety and Environmental Enforcement, 45600 Woodland Road, Mail Stop VAE-MSD, Sterling, VA 20166.

(g) National Park Service: Law Enforcement, Security and Emergency Service Manager, National Park Service, Security and Intelligence Branch, 1201 I (Eye) Street NW, 10th Floor, Washington, DC 20005.

(h) Office of Surface Mining, Reclamation and Enforcement: Security Officer, Office of Surface Mining, Reclamation and Enforcement, 1951 Constitution Avenue NW, Mail Stop 344 SIB, Washington, DC 20240.

(i) Office of Inspector General: Support Services Supervisor, Office of Inspector General, 12030 Sunrise Valley Drive, Suite 350, Mail Stop 5341, Reston, VA 20191.

(j) Office of the Secretary/Interior Business Center Security Manager, Interior Business Center, Mail Stop 1224 MIB, 1849 C Street NW, Washington, DC 20240.

(k) Office of the Solicitor: Director of Administrative Services, Division of Administration, Office of the Solicitor, 1849 C Street NW, Mail Stop 6556 MIB, Washington, DC 20240.

(l) U.S. Fish and Wildlife Service: Security and Emergency Manager, U.S. Fish and Wildlife Service, 5275 Leesburg Pike, Falls Church, VA 22041.

(m) U.S. Geological Survey: Bureau Security Manager, U.S. Geological Survey, 250 National Center, 12201 Sunrise Valley Drive, Reston, VA 20192.

Executive Order 9397; Executive Order 12968; Federal Property Regulations, July 2002; and Presidential Memorandum on Upgrading Security at Federal Facilities, June 28, 1995.

The primary purposes of the system are to manage physical security and access to DOI-controlled facilities and information systems, verify that all persons entering DOI facilities or other Federal Government facilities are authorized, and ensure the safety and security of DOI facilities and their occupants.

(1) Individuals who require regular, ongoing access to Departmental facilities, including DOI employees, contractors, consultants, volunteers, Federal emergency response officials, Federal employees on detail or assigned to work at DOI facilities, students, interns, affiliates, and individuals formerly in any of these positions. The system also includes individuals authorized to perform or use services provided in DOI facilities (e.g., Credit Union, Fitness Center, Library, Indian Craft Shop, Museum, Child Care Center, etc.). Note: These individuals are required to have HSPD–12 compliant credentials issued by a certified USAccess credentialing center if they are employed by DOI for more than 180 days.

(2) Individuals who have been issued HSPD–12 compliant credentials from other Federal agencies who require access to DOI facilities.

(3) Federal government officials, visiting dignitaries, visitors, guests, and other individuals who require infrequent access to DOI facilities, including services provided in DOI facilities (e.g., Credit Union, Fitness Center, Library, Indian Craft Shop, Museum, Child Care Center, etc.).

(1) Records maintained on individuals requiring regular access to DOIcontrolled facilities and information systems, or who are issued HSPD–12 compliant credentials by DOI and by other Federal agencies, include the following data fields: Full name; Social Security number (SSN); date of birth; signature; digital image (photograph) and video; fingerprints; hair color; eye color; height; weight; home address; work address; email address; agency affiliation (e.g., employee, contractor, volunteer, etc.); telephone number; vehicle identification, license plate and state of issuance; personal identity verification (PIV) card issue and expiration dates; personal identification number (PIN); results of background investigation; PIV request form; PIV registrar approval signature; PIV card serial number; emergency responder designation; copies of ‘‘I–9’’ documents (e.g., driver’s license, passport, birth certificate, etc.) used to verify identification or information derived from those documents such as document title, document issuing authority, document number, or document expiration date; level of national security clearance and expiration date; computer system user name; user access and permission rights; authentication certificates; digital signature information; and date, time, and location of entry and exit.

(2) Records maintained on visitors, guests, and other individuals who require infrequent access to DOI facilities include the following data fields: Full name; signature; image, including photograph and video; SSN or other identification number such as driver’s license number, ‘‘Green Card’’ number, Visa number, etc.; images of relevant ID document(s); U.S. Citizenship (yes or no/logical data field); vehicle identification and license plate; date, time, and location of entry and exit; purpose for entry; agency point of contact; company name; security access category; and access status.

(3) Records related to DOI physical security program management and operations include facility access logs; visitor logs; closed circuit television (CCTV) recordings; information pertaining to incidents, offenses, or suspected security violations; statements, affidavits, and correspondence related to potential security violations or incidents; reports of investigations, security violations or remedial actions; referrals to law enforcement organizations; investigations or records related to security details or events involving DOI officials or visiting dignitaries; and information obtained from another system or agency related to providing protective services to the President of the United States or other individuals pursuant to 18 U.S.C. 3056. These records may include: full name; SSN; driver’s license number, "Green Card" number, Visa number, or other documents used to verify identification; date of birth; digital image, including photograph or video; fingerprints; hair color; eye color; height; weight; home or work address; email address; agency affiliation; telephone number; vehicle identification, license plate and state of issuance; PIV card number and dates; information related to background investigation and security clearance; computer system user name; date, time, and location of entry and exit; purpose for entry; any other information identified above for regular or infrequent access to DOI-controlled facilities and information systems; and information related to potential security violations and incidents occurring on DOI-controlled facilities.

Information is obtained from individuals covered by the system, supervisors, and designated approving officials, as well as records supplied by DOI’s identity management system, other Federal agencies issuing HSPD–12 compliant cards, and HSPD–12 compliant cards carried by individuals seeking access to Departmental and other Federal facilities occupied by agency employees.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information maintained in this system may be disclosed to authorized entities outside DOI for purposes determined to be relevant and necessary as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation, or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

(1) DOI or any component of DOI;

(2) Any other Federal agency appearing before the Office of Hearings and Appeals;

(3) Any DOI employee or former employee acting in his or her official capacity;

(4) Any DOI employee or former employee acting in his or her individual

capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

(5) The United States Government or any agency thereof, when DOJ determines

that DOI is likely to be affected by the proceeding.

B. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record.

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person's behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of records;

(2) DOI has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities and persons is reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(1) responding to a suspected or confirmed breach; or

(2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the United States.

N. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, when a matter has become public knowledge, when it is necessary to preserve the confidence in the integrity of DOI or is necessary to demonstrate the accountability of its officers, employees, or individuals covered in the system, or where there exists a legitimate public interest in the disclosure of the information, such as circumstances where providing information supports a legitimate law enforcement or public safety function, or protects the public from imminent threat of life or property, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To the Federal Protective Service and appropriate Federal, state, local or

foreign agencies responsible for investigating emergency response situations or investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when DOI becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

P. To another agency with a similar HSPD-12 (PIV/smart-card) system when a person with identification credentials issued by the Department desires access to that agency’s facilities.

Q. To another agency with a similar HSPD-12 (PIV/smart-card) system when it controls access to facilities occupied by the agency.

Disclosure To Consumer Reporting Agencies:

None.

Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974, 5 U.S.C. § 552a; Paperwork Reduction Act of 1995, 44 U.S.C. §§3501-3521; Federal Information Security Modernization Act of 2014, 44 U.S.C. §§ 3551-3558; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Security controls include user identification, passwords, database permissions, encryption, firewalls, audit logs, and network system security monitoring, and software controls.

Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior. A Privacy Impact Assessment was completed on the PACS system to ensure that Privacy Act requirements are met and appropriate privacy controls were implemented to safeguard personally identifiable information.

An individual requesting records on himself or herself should send a signed, written inquiry to the applicable System Manager as identified above. The request must include the requester’s bureau and office affiliation and the address of the facility to which the requester needed access to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

This system contains investigatory records related to law enforcement and counterintelligence activities that are exempt from certain provisions of the Privacy Act, 5 U.S.C. 552a(k)(2), (k)(3), and (k)(5). Pursuant to the Privacy Act, 5 U.S.C. 552a(k)(2), (k)(3), and (k)(5), the Department of the Interior has exempted portions of this system from the following subsections of the Privacy Act: (c)(3), (d), (e)(1), (e)(4)(G) through (e)(4)(I), and (f). In accordance with 5 U.S.C. 553(b), (c) and (e), the Department of the Interior has promulgated rules at 43 CFR Part 2, Subpart K, and is proposing to amend these rules in a Notice of Proposed Rulemaking, which was published separately in today’s Federal Register.

72 FR 11043 (March 12, 2007).

(1) U.S. Department of the Interior, Office of Historical Trust Accounting, 1801 Pennsylvania Ave., NW., Suite 500, Washington, DC 20006.

(2) U.S. Department of the Interior, Office of Historical Trust Accounting, American Indian Records Repository, 17501 West 98th Street, Lenexa, KS 66219.

(3) Office of contractors analyzing IIM Trust Fund accounts under contract to OHTA.

Individual Indians who receive Historical Statements of Account prepared by the DOI's Office of Historical Trust Accounting (OHTA) for account holders of the Individual Indian Money (IIM) Trust Fund.

Records may include an individual's name, aliases, gender, birth date, address, Social Security Number, IIM Trust Fund account number, tribal membership/enrollment number, and blood quantum.

Categories of records in the system include:

(1) Financial data pertaining to IIM Trust Fund accounts from the Trust Fund Accounting System (TFAS), the Trust Asset and Accounting Management System (TAAMS), the Integrated Records Management System (IRMS), the Land Record Information System (LRIS), the Payments, Claims and Enhanced Reconciliation (PACER) system, the Finance system, and the OMNI system.

(2) Data related to IIM Trust Fund account holder information.

(3) Imaged/paper records related to IIM Trust Fund accounts, including jacket folders, and financial documents such as accounting, reconciliation, and transaction data related to receipts, disbursements, investments, bonds, and transfers.

(4) Historical Statements of Account for account holders of the IIM Trust Fund.

25 U.S.C. 116, 117(a)(b)(c), 118, 119, 120, 121, 151, 159, 161(a), 162(a), 4011, 4043(b)(2)(B).

The primary use of the records in the system is to enable the OHTA to analyze the historical collection, distribution, and disbursement of income from Indian trust land and other revenue sources, and to provide historical statements of account to the account holders of the IIM Trust Fund.

Disclosure outside of DOI may be made to:

(1)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ).

(ii) A court or an adjudicative or other administrative body.

(iii) A party in litigation before a court or an adjudicative or other administrative body. or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee.

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI.

(B) Any other Federal agency appearing before the DOI Office of Hearing and Appeals.

(C) Any DOI employee acting in his or her official capacity.

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee.

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding. and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding, and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office, when there has been a written request from an individual who is the beneficiary of an IIM Trust Fund account for information from that account.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal, or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(6) To state and local governments and tribal organizations to provide information needed in response to a court order and/or discovery related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(7) To an expert, consultant, or contractor (including employees of the contractor) of DOI, requiring access to these records on DOI's behalf to carry out the purposes of the system.

(8) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in ART has been compromised; and

(b) DOI has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of ART or other systems or programs (whether maintained by DOI or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities, and persons who are reasonably necessary to assist in connection with DOI's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(9) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(10) To the Department of the Treasury to recover debts owed to the United States.

(11) To the lineal descendant, heir, or devisee of a deceased individual covered by the system or to any other person entitled to the deceased's trust assets.

Records are stored, retrieved, accessed, retained and disposed of in accordance with DOI Departmental Manual, Part 383, Chapters 1-13, DOI Privacy Act regulations at 43 CFR 2.45-2.79, the Indian Affairs Records Manual, and the Indian Affairs Records Schedule (IARS).

Storage:

Records are stored on paper and electronic storage media.

Records are retrieved using either:

(1) Identifiers linked to IIM Trust Fund account holders, such as name, Social Security Numbers, tribe, tribal enrollment, or census numbers, or

(2) Organizational links and identifiers such as account numbers, tribal codes, and IIM Trust Fund account codes.

ART is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records in the system is limited to authorized personnel whose official duties require such access.

(1) Physical Security: Paper records are maintained in locked file cabinets and/or in secured rooms.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data are protected through user identification, passwords, database permissions and software controls. These security measures establish different degrees of access for different types of users.

(3) Administrative Security: All DOI and contractor employees involved in any and all trust activities are required to complete Privacy Act, Records Management and Security Awareness trainings. The trainings are completed before an employee is permitted access to any trust data. Trainings are implemented on an annual basis.

ART is scheduled for permanent retention.

Information Technology Program Manager, Office of Historical Trust Accounting, 1801 Pennsylvania Ave., NW., Suite 500, Washington, DC 20006.

To determine whether your records are in this Privacy Act system of records, write to the Information Technology Program Manager at the address listed above. Provide the following information with your request:

(1) Proof of your identity.

(2) List of all of the names by which you have been known, such as maiden name or alias(es).

(3) Mailing address.

(4) Tribe, IIM Trust Fund account number, tribal enrollment or census number.

(5) Time period(s) during which the records may have been created or maintained, to the extent known by you (See 43 CFR 2.60).

To request access to your records, write to the Information Technology Program Manager at the address listed above. Provide the following information with your request:

(1) Proof of your identity.

(2) List of all of the names by which you have been known, such as maiden name or alias(es).

(3) Mailing address.

(4) Tribe, IIM Trust Fund account number, tribal enrollment or census number.

(5) Time period(s) during which records may have been created or maintained, to the extent known by you.

(6) Description or identification of the records you are requesting (including whether you are asking for a copy of all of your records or only a specific part of them) and the maximum amount of money that you are willing to pay for their copying. (See 43 CFR 2.63.)

To request an amendment of a record, write to the Information Technology Program Manager at the address listed above (See 43 CFR 2.71). Provide the following information with your request:

(1) Proof of your identity.

(2) List of all of the names by which you have been known, such as maiden name or alias(es).

(3) Mailing address.

(4) Tribe, IIM Trust Fund account number, tribal enrollment or census number.

(5) Time period(s) during which the records may have been created or maintained, to the extent known by you.

(6) Specific description or identification of the record(s) you are contesting and the reason(s) why you believe the record(s) are not accurate, relevant, timely, or complete.

(7) Copy of documents or evidence in support of (6) above.

(1) The following DOI components: Bureau of Indian Affairs, Office of Trust Funds Management, Office of the Special Trustee, Minerals Management Service, Bureau of Land Management, Office of Hearings and Appeals.

(2) Federal and state agencies.

(3) IIM Trust Fund account holders or their heirs. Depositors to and claimants against the accounts.

(4) Tribal offices, if the IIM function is contracted or compacted under the Indian Self-Determination and Education Assistance Act, Public Law 93-638, 88 Stat. 2203, as amended.

(5) Courts of competent jurisdiction, including tribal courts.

None.

(1) Office of the Secretary, National Business Center, Aviation Management Directorate, 300 E. Mallard Drive, Suite 200, Boise, ID 83706;

(2) Office of the Secretary, National Business Center, Aviation Management Directorate, Alaska Regional Office, 4405 Lear Court, AK 95502-1052.

Professional, dual-function, and incidental pilots employed by Department of the Interior bureaus and offices.

The system contains information relative to certificates, qualifications, experience levels, flight activity, currency and proficiency of the pilots employed by the Department.

5 U.S.C. 301; Reorganization Plan 3 of 1950; FAA Regulations at 14 CFR Parts 1, 61, and 91; Department of the Interior Manual at 350 Departmental Manual 1 and following.

The primary use of the records is to determine pilot qualifications and to monitor compliance with Office of the Secretary, National Business Center, Aviation Management Directorate directives and Federal Aviation Regulations. Disclosure outside the Department of the Interior may be made without the consent of the individual to whom the record pertains under the following routine uses:

(1)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, pilot qualification card, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e)(1), have been met.

Storage:

Records are stored in manual and automated form. Any electronic records will be maintained at the offices of the above system locations on the Aviation Management Directorate's local area network server. Any paper records will be maintained within locked offices at the same locations.

Records may be retrieved by Social Security number, name, agency or location.

Access to and use of these records is limited to those persons whose official duties require such access. Records are maintained in accordance with 43 CFR 2.51. Additional safeguards are as follows:

Access to records is limited to Departmental and contract personnel who are granted password access, and have an official need to use the records in the performance of their duties in accordance with requirements found in the DOI's Privacy Act regulations (43 CFR 2.51). Additionally, electronic records are protected by a firewall, network authentication (secure server), encryption, and file integrity auditing software meeting the requirements of 43 CFR 2.51 which conform to Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act.

PHYSICAL SECURITY:

Each geographic location is physically secured by entry access cards. When data is not in use by authorized personnel, paper and microfiche records are stored in locked file cabinets or in secured rooms. Electronically stored records are protected from unauthorized access through use of access codes, entry logs, and other system-based protection methods. The computer servers in which records are stored are located in computer facilities that are secured by alarm systems and off-master key access. A Privacy Act Warning Notice appears where records containing information on individuals are stored or displayed. Backup tapes are stored in a locked and controlled room in a secure, off-site location.

ADMINISTRATIVE SECURITY:

Only persons with need to access these files to accomplish their work are able to access them. All Departmental and/or contract employees must undergo mandatory records, security, and IT training before access is granted, and annually thereafter. They also sign Rules of Behavior that include proper use and safeguarding of information in systems before having access to agency systems. Such rules apply to be contractors and regular Departmental employees. Finally, all work on this system occurs in government offices with appropriate supervision by Federal employees.

Records will be disposed of in accordance with the National Archives and Records Administration (NARA) Records Schedule for these records, 7558.4, which was approved by NARA June 5, 2009 under its job number N1-048-09-2. That schedule states: "Destroy 7 years after cut-off or when no longer needed, whichever is later."

(1) Associate Director, Office of the Secretary, National Business Center, Aviation Management Directorate, 300 E. Mallard Drive, Suite 200, Boise, ID 83706;

(2) Regional Director, Office of the Secretary, National Business Center, Aviation Management Directorate, Alaska Regional Office, 4405 Lear Court AK 95502-1052.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the Systems Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.60.

An individual requesting records on himself or herself should send a signed, written inquiry to the Systems Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.63.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.71.

Information in this system comes from the individuals to whom it applies: professional, dual-function and incidental pilots employed by Interior bureaus/offices.

None.

(1) National Business Center, Financial Management & Budget Directorate, 1849 C Street, NW. (ms 1346), Washington, DC 20240,

(2) National Business Center, Financial Management & Budget Directorate, 7301 W. Mansfield, Denver, CO 80235.

Employees and former employees of the National Business Center, Aviation Management Directorate (formerly known as the Office of Aircraft Services), and employees transferred from AMD to the Financial Management & Budget Directorate, Informational Technology Directorate, and the Acquisition Services Directorate.

The system contains information relative to payroll records, including pay, leave and cost distribution records, including deductions for bonds, insurance, income taxes, allotments to financial institutions, overtime, authorizations, and related documents. Travel records, including administrative approvals, travel expenses claimed and/or paid, receipts for expenditure claims. Government transportation requests, travel advance accounts and related records. Safety records, including claims under the Military Personnel and Civil Employees Claims Act. Records of issuance of Government identification cards and Government driver's licenses. Related records concerning administrative and fiscal management.

5 U.S.C. 301; 3101, 5101-5115, 5501-5596, 5701-5709, 31 U.S.C. 66a, 240-243, 40 U.S.C. 483(b); 43 U.S.C. 1467, 44 U.S.C. 3103; Executive Order No. 11807.

The primary use of the records are (a) for administrative and fiscal management. Disclosure outside the Department of the Interior may be made:

(1) To the U.S. Department of the Treasury for preparation of (a) payroll checks, (b) payroll deduction and other checks to Federal, State and local agencies, and (c) checks for reimbursement of employees and others;

(2) To the Internal Revenue Service and to the State, Commonwealth, Territorial, and local governments for tax purposes,

(3) To the Civil Service Retirement System or Federal Employee Retirement System, and to other employee retirement systems;

(4) To another Federal agency to which an employee has transferred,

(5) To another agency having a subject matter interest in the records,

(6)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOI);

(ii) A court or an adjudicative other administrative body:

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI:

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosures to be:

Relevant and necessary to the proceeding; and

Compatible with the purpose for which the records were compiled.

(7) To any criminal, civil, or regulatory law enforcement authority (whether Federal, State, territorial, local, Tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(8) To Federal, State, local agencies or commercial businesses where necessary to obtain information relevant to the hiring or retention of an employee, or the issuance of a security clearance, license, pilot qualification card, grant or other benefit,

(9) State, local agencies or commercial businesses where necessary to obtain information relevant to the hiring or retention of an employee, or the issuance of a security clearance, license, pilot qualification card, grant or other benefit.

(10) To a Member of Congress from the record of an individual in response to an inquiry made at the request of that individual;

(11) To other Federal agencies conducting computer matching programs to help eliminate fraud and abuse and to detect unauthorized overpayments made to individuals.

(12) To other Federal agencies conducting computer matching programs to help eliminate fraud and abuse and to detect unauthorized overpayments made to individuals.

(13) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(14) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(15) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(16) To State and local governments and Tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(17) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(18) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(19) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(20) To the Department of the Treasury to recover debts owed to the United States.

(21) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

Disclosure to consumer reporting agencies: Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to consumer reporting agencies as they are defined in the Fair Credit Reporting Act.

Records may be retrieved by individual name or social security number.

TECHNICAL SECURITY:

Access to records is limited to Departmental and contract personnel who are granted password access, and have an official need to use the records in the performance of their duties in accordance with requirements found in the DOI's Privacy Act regulations (43 CFR 2.51). Additionally, electronic records are protected by a firewall, network authentication (secure server), encryption, and file integrity auditing software meeting the requirements of 43 CFR 2.51 which conform to Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act, including compliance with applicable National Institute of Standards and Technology (NIST) guidelines.

PHYSICAL SECURITY:

Data is secured in locked file cabinets or in secured rooms accessible only by authorized personnel. The computer servers in which records are stored are located in computer facilities that are secured by alarm systems and off-master key access. A Privacy Act Warning Notice appears where records containing information on individuals are stored or displayed. Backup tapes are stored in a locked and controlled room in a secure, off-site location.

ADMINISTRATIVE SECURITY:

All Departmental and/or contract employees must undergo mandatory records, security, and IT training before access is granted, and annually thereafter. They must sign Rules of Behavior, and are supervised by Federal employees.

Records will be disposed of in accordance with the National Archives and Records Administration General Records Schedules.

Associate Director, Financial Management & Budget Directorate, 1849 C Street, NW (ms 1346), Washington, DC 20240.

Inquiries regarding the existence of records shall be addressed to the appropriate System Manager. The request shall be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.60.

A request for access shall be addressed to the appropriate System Manager. The request must be in writing and be signed by the requester. The request must meet the content requirements of 43 CFR 2.63.

A petition for amendment shall be addressed to the appropriate System Manager and must meet the content requirements of 43 CFR 2.71.

Not classified.

Department of the Interior, Take Pride In America Program, Office of the Secretary, MS-3459 MIB, 1849 C Street, NW., Washington, DC 20240.

Individuals or contacts for organizations nominated for a Take Pride In America (TPIA) Award, and individuals who provide nominations.

Name of Individual/Organization being nominated, plus contact information;

Category of award;

Name and contact information for person submitting the nomination;

Description of project or activity which forms basis of award, for example:

Location of project or activity, State, ownership, U.S. Congressional District

Length of project or activity,

Subject area/type of project,

Total volunteer hours donated, total number of people involved,

Description, objective, results, outcomes;

Community or partnership references and sources of funding or materials donations; and

Other information necessary to manage the public awareness component of the TPIA program.

Only records relating to individuals are covered by the Privacy Act.

Authorization is granted in the Take Pride In America Act, 16 U.S.C. 4601-4608.

The primary purpose of the system is to collect information on the activities of potential awardees, to consider them for awards, to select award winners, and for other necessary actions to further the purposes of the Take Pride In America Program public awareness campaign to increase volunteerism in the U.S. and foster increased stewardship of public resources.

Disclosures outside of the Department of the Interior may be made--

(1) To an expert, consultant, contractor (including employees of the contractor), States' Liaisons, or TPIA Blue Ribbon panel of the Department performing, on the Department's behalf, services related to the TPIA awards program requiring the use of these records.

(2) To another agency or organization for purposes consistent with the TPIA purposes identified above.

(3)(a) To any of the following entities or individuals:

(i) The Department of Justice (DOJ);

(ii) A court, adjudicative or other administrative body;

(iii) A party in litigation before a court or adjudicative or administrative body;

(iv) The Department or any component of the Department;

(v) Any Department employee acting in his or her official capacity; or

(vi) Any Departmental employee acting in his or her individual capacity if the Department or the DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When--

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) The Department or any component of the Department;

(B) Any Department employee acting in his or her official capacity;

(C) Any Departmental employee acting in his or her individual capacity if the Department or the DOJ has agreed to represent that employee or pay for private representation of the employee;

(D) The United States, when the DOJ determines that the Department is likely to be affected by the proceeding; and

(ii) The Department deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled.

(4) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the Department becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

(5) To a congressional office in response to an inquiry an individual covered by the system has made to the congressional office about him or herself.

(6) To a debt collection agency for the purpose of collecting outstanding debts owed to the Department for fees associated with processing FOIA/PA requests.

(7) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files, in support of the functions for which the records were collected and maintained.

(8) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Disclosure to consumer reporting agencies:

Not applicable.

Storage:

Records are stored both in file folders and in electronic form, in computer systems.

Information from the System will be retrievable by name of nominated individual or organization, nominator, control number, Congressional District, type of activity, and site location.

Access to records in the system is limited to authorized personnel whose official duties require such access. Paper records are maintained in locked file cabinets and/or in secured rooms. Electronic records conform to Office of Management and Budget and Departmental guidelines reflecting the implementation of the Computer Security Act of 1987 (40 U.S.C. 759). Electronic data will be protected through user identification, passwords, database permissions and software controls. Such security measures will establish access levels for different types of users.

Records of winners and finalists will be kept permanently. Records of other nominations will be kept 10 years, and then destroyed.

Executive Director, Take Pride In America Program, Office of the Secretary, MS-3459 MIB, 1849 C Street, NW., Washington, DC 20240.

A request for information regarding this system of records must be in writing, signed by the requester, and include the requester's full name, address, year(s) activity was nominated, and location of activity.

For a copy of your record, write to the System Manager at the location above, providing the same information specified in the Notification Procedures. The request envelope and letter should be clearly marked "PRIVACY ACT REQUEST FOR ACCESS."

To ask for changes to your records, write to the System Manager at the location above, providing the same information specified in Notification Procedures, as well as an explanation of what you believe should be changed.

Information from this system comes primarily from the person nominating the individual/organization for an award. The nominating party can be either the individual/organization nominated or a third party.

None.

Unclassified.

Records in this system are located at the Office of Natural Resources Revenue Center, Denver Federal Center, P.O. Box 25165, MS6055A, Denver, Colorado 80225, and at Office of Natural Resources Revenue contractor facilities that process electronic Minerals Revenue Management Support System records.

Individuals covered by the system include lease and permit holders, current and former landowners and lessees, royalty payors and production operators, individuals who have reported rents, royalties, and bonuses from oil or other minerals or gas from producing or nonproducing Federal or Indian leases, current and former Federal employees and contractors, state and local government employees, and Tribal government officials. The system also contains records concerning corporations and other business entities that are not subject to the Privacy Act. However, records pertaining to individuals acting on behalf of corporations and other business entities may reflect personal information.

This system contains records relating to the general administration of the MRMSS, and records relating to minerals revenue asset management, compliance management, and financial management. These records are related to business entities and individuals and includes leases, permits, correspondence, forms, disbursements, reports, and other documents which may contain first and last names, addresses, telephone numbers, fax numbers, email addresses, other contact information, lease numbers, revenues collected, outreach information of individual Indian owners, dates due, customer identification number, owner identification number, location of land, type of lease, lessee and/or payor information, allottee production volume, commodity, reported revenues, sales value, royalty amounts, tax identification number, rate billed, amount charged, interest and penalty, collection actions, bank account number, check number, amount paid, contract number, agreement number, allotment number, well number, and other information that may be generated or maintained during the processing and administration of minerals revenue management responsibilities. The records concerning corporations and other business entities are compliance activities and are not subject to the Privacy Act. However, records pertaining to individuals acting on behalf of corporations and other business entities may reflect personal information.

ONRR Outreach program activities include phone calls, email, and correspondence, as well as meetings with individual Indian owners that have ownership in revenues that come from mineral leases. These records may include first and last name, email address, phone number, individual owner identification, allocated ownership percentage, estimated revenues from leases, and other information that may be contained in correspondence with or requests from individuals generated through outreach activities to support and provide a response to customer inquiries.

The Federal Oil and Gas Royalty Management Act of 1982, 30 U.S.C. §§ 1701-1759; Chapter 12 of Title 25 of the U.S. Code, addressing the lease, sale, or surrender of allotted or unallotted lands, found at 25 U.S.C. §§ 391-416j; Chapter 3A of Title 30 of the U.S. Code, addressing leases and prospecting permits, found at 30 U.S.C. §§ 181-196; and the Outer Continental Shelf Lands Act, 43 U.S.C. 1331-1356b.

The purposes of the system are to collect royalties and rents; control revenues; distribute funds collected; maintain records of royalty accounts and associated sales and production information; provide data to facilitate comparative auditing of mineral production, royalties due, revenues collected, and funds distributed; gather statistics for managing the mineral leasing program; provide informational access to external users including states, Indian tribes or agencies, and Federal agencies; and provide outreach services to the Indian community.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the U.S. Department of the Interior’s Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, state, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

(9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) DOI has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DOI or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

(13) To other Federal agencies for the purpose of submitting reports, data and information related to the production of minerals such as oil, gas and solids associated with the management of revenues.

Disclosure To Consumer Reporting Agencies:

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 U.S.C. 3701(a)(3)).

Storage:

Records are maintained in paper form in file folders stored in file cabinets, and electronic media such as computers, magnetic disk, diskette, compact discs and computer tapes. The electronic records are maintained in removable drives, computer servers, email and electronic databases.

Customer records are retrieved by name or customer identification number, owner name, or owner identification number; land information is retrieved by location and whether or not the lease is an Indian lease or a Federal onshore or offshore lease. Records are indexed by lease or contract number; lessee and/or payor; permittee; production reporter; and/or commodity.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. During normal hours of operation, paper records are maintained in locked filed cabinets under the control of authorized personnel. Computerized records systems follow the National Institute of Standards and Technology standards as developed to comply with the Privacy Act of 1974, 5 U.S.C. § 552a; Paperwork Reduction Act of 1995, 44 U.S.C. §§ 3501-3521; Federal Information Security Modernization Act of 2014, 44 U.S.C. §§ 3551-3558; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Computer servers in which electronic records are stored are located in secured contractor facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Security controls include encryption, firewalls, audit logs, and network system security monitoring.

Electronic data is protected through user identification, passwords, database permissions and software controls. Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior. A privacy impact assessment was conducted to ensure appropriate controls and safeguards are in place to protect the information within the system.

Records in this system are maintained under the Minerals Management Service (MMS) Comprehensive Schedule approved by NARA (NC1-057-84-07), which include both permanent and temporary dispositions. These records are subject to litigation holds and permanent retention. Administrative records and general correspondence files have temporary dispositions and are maintained in accordance their respective records schedules dependent on the specific subject matter or function and retention requirements. Temporary mission files related to mineral resource, lease and royalty management activities are cut off at the close of the fiscal year then transferred to a Federal records center, one year after cutoff, and destroyed 7 years after cutoff. Approved disposition methods include shredding or pulping paper records, and degaussing or erasing electronic records in accordance with 384 Department Manual 1 and NARA guidelines.

MRMSS Program Manager, Information Management Center (IMC), Office of Natural Resources Revenue, U.S. Department of the Interior, P.O. Box 25165, Lakewood, Colorado 80225.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The signed request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the content requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

Information in the system is obtained directly from lease and permit holders, current and former landowners and lessees, royalty payors and production operators, individuals who have reported rents, royalties, and bonuses from oil or other minerals or gas from producing or nonproducing Federal or Indian leases, current and former Federal employees and contractors, state and local government employees, and Tribal government officials. Information may also be obtained from DOI bureau and office records supporting revenue management and outreach activities including the Bureau of Ocean Energy Management, Bureau of Safety and Environmental Enforcement, Bureau of Land Management, Bureau of Indian Affairs, Office of the Special Trustee for American Indians, other offices or programs providing support or data for this system, and other Federal, state, tribal or local agencies.

None.

Office of Executive Secretariat, U.S. Department of the Interior, 1849 C Street NW, MS-7229 MIB, Washington, DC 20240.

Persons who have written to the Secretary of the Interior on official business.

Information identifying the author(s) of correspondence received, date and subject of the correspondence, disposition of the correspondence.

5 U.S.C. 301; 43 U.S.C. 1457; 44 U.S.C. 3101; Reorganization Plan 3 of 1950.

The primary use of the records is to ascertain the status of official correspondence sent to the Secretary of the Interior.

Disclosures outside the Department of the Interior may be made:

(1) To another Federal agency to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(2) To the Department of Justice, or to a court, adjudicative or other administrative body, or to a party in litigation before a court or adjudicative or administrative body, when: (a) One of the following is a party to the proceeding or has an interest in the proceeding: (1) The Department or any component of the Department; (2) Any Departmental employee acting in his or her official capacity; (3) Any Departmental employee acting in his or her individual capacity where the Department or the Department of Justice has agreed to represent the employee; or (4) The United States, when the Department determines that the Department is likely to be affected by the proceeding; and (b) The Department deems the disclosure to be: (1) Relevant and necessary to the proceeding; and (2) Compatible with the purpose for which it compiled the information.

(3) To the appropriate Federal, State, tribal, local or foreign governmental agency that is responsible for investigating, prosecuting, enforcing or implementing a statute, rule, regulation order or license, when the Department becomes aware of an indication of a violation or potential violation of the statute, rule, regulation, order or license.

(4) To a congressional office in response to an inquiry to that office by the individual to whom the record pertains.

(5) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Records are stored in an automated database.

Records are retrieved by a unique number assigned by the automated system to each letter received, name of correspondent(s), subject(s) of correspondence, date of correspondence, date correspondence received in the Office of Executive Secretariat, and disposition of correspondence.

Records are maintained in a secure database with access limited by security software. Database is installed on hardware located in a secure room.

Records are retained and disposed of in accordance with General Records Schedule No.23, Item No.3, which you can find at http://www.nara.gov.

Director, Office of Executive Secretariat, U.S. Department of the Interior, 1849 C Street NW, MS-7229 MIB, Washington, DC 20240.

An individual requesting notification of the existence of records on him or her should address his/her request to the System Manager. The request must be in writing, signed by the requestor, state that the requester seeks information on his/her records, and comply with the content requirements of 43 CFR 2.60.

An individual requesting access to records maintained on him or her should address his/her request to the System Manager. The request must be in writing, signed by the requestor, and comply with the requirements of 43 CFR 2.63.

An individual requesting amendment of a record maintained on him or her should address his/her request to the System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.71.

The information contained in this system of records is obtained both from the individuals to whom the records pertain and the agency officials who respond to the correspondence received.

None.

Unclassified.

Records in this system are maintained by the Department of the Interior, Office of Insular Affairs, 1849 C Street NW., Mail Stop 2429 MIB, Washington, DC 20240. Records may also be located in regional offices providing services for Insular Affairs programs or initiatives.

The Office of Insular Affairs Programs system will cover individuals who communicate with OIA concerning: (1) Grants or scholarships, (2) business opportunities in the Insular Areas, including business owners and entrepreneurs, and (3) assistance with personal or economic needs or victim assistance, which could potentially include any citizen, resident or Insular area alien or visitor.

The system will cover three categories of records: (1) Records concerning individuals related to grants or scholarships offered or coordinated by OIA, (2) records relating to individuals pursuing business opportunities in the Insular Areas, and (3) records relating to individuals seeking assistance with personal or economic needs or victim assistance. This system contains individual information including, but not limited to: First name, last name, username, email address, home or work address, home or work phone number, other contact information, labor codes, eligibility criteria for Federal, state and local procurement opportunities, financial data, gender, age, date of birth, nationality, country of origin, country of citizenship, citizenship status, passport number, Customs and Border Protection I-94 Arrival and Departure Form number and associated data, educational history, and professional licensing information.

Many business and financial records are contained in the system, including some records concerning businesses seeking procurement and other entrepreneurial opportunities that do not include personal information about individuals. Records in this system are subject to the Privacy Act only to the extent they are about an individual within the meaning of the Act.

43 U.S.C. 1451, the Department of the Interior, Establishment; 5 U.S.C. 301, Departmental Regulations; U.S.C. Title 48, Territories and Insular Possessions.

The DOI is creating the Office of Insular Affairs Programs system of records as a comprehensive system to cover all of OIA's Privacy Act records with the exception of records collected and maintained by OIA's Federal Labor Ombudsman, which will be addressed under a separate system of records notice. The Office of Insular Affairs Programs system of records will be used to manage OIA communications and gather necessary information to efficiently run and execute the duties and responsibilities of OIA including promoting economic development initiatives and employment and educational opportunities, and assisting individuals and businesses in need.

The U.S. Insular Areas include the Territories of Guam, American Samoa, the U.S. Virgin Islands and the Commonwealth of the Northern Mariana Islands (CNMI) as well as the Freely Associated States that are comprised of the Republic of the Marshall Islands, the Federated States of Micronesia and the Republic of Palau.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, disclosures outside DOI may be made as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person's behalf, or for a purpose compatible with that for which the records are collected or maintained.

(4) To any criminal, civil or regulatory law enforcement authority (whether Federal, state, territorial, insular, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(5) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(6) To Federal, state, territorial, insular, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(7) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(8) To state, territorial, insular and local governments, and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(10) To appropriate agencies, entities and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(11) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(12) To the Department of the Treasury to recover debts owed to the United States.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e)(1), have been met.

(14) To an official of another Federal agency, territorial or insular area government to provide information needed in the performance of official duties related to employment authorization, immigration status and enforcement, Form I-94 Arrival Record validation, Pell Grant verification, the management and administration of Office of Insular Affairs programs or other relevant matter to enable the Office of Insular Affairs to respond to a request for assistance from the individual to whom the record pertains.

(15) To the news media, with the approval of the Public Affairs Officer in consultation with Counsel and the Senior Agency Official for Privacy, to provide recognition of the achievements of individuals receiving a grant, scholarship, or business opportunity promoted by OIA.

(16) After OIA makes a finding of fraud, impropriety, deceit or misrepresentation by an individual related to a business opportunity, grant, or scholarship promoted by OIA, disclosure may be made to businesses or educational institutions or other third parties that have been the recipients of fraudulent or deceitful information or have been the victims of impropriety, where disclosure will assist in preventing further harm from fraud or deceit. Such disclosures will only be made when OIA determines that release of the specific information in the context of a particular case would not constitute an unwarranted invasion of personal privacy.

Storage:

Paper records are contained in file folders stored in file cabinets; electronic records are contained in removable drives, computers, magnetic disks, computer tapes, email and electronic databases.

Electronic information within this system may be retrieved by full-text search, and searches may be conducted using a variety of personal identifiers, such as individual's first name, last name, email address, or user name. Paper records are indexed using various indexing methods, which may include the use of a variety of personal identifiers, such as individual's first name, last name, email address, or user name.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security rules and policies. Access to DOI network servers containing records in this system is limited to DOI personnel who have a need to know the information for the performance of their official duties and requires a valid username and password. DOI network servers are located in secured DOI facilities with access codes, security codes and security guards. Records are also located in computer systems located in regional offices providing services for Office of Insular Affairs programs. Personnel authorized to access systems must complete all Security, Privacy, and Records training and sign the DOI rules of behavior. Paper records are maintained in file cabinets located in secure DOI facilities under the control of authorized personnel.

Records are retained and disposed of in accordance with applicable Office of the Secretary (OS) records schedule or General Records Schedule (GRS) for each type of record. General management files, user files and Web site files are retained in accordance with OS records series 1200 and 1400. Records will be destroyed when no longer needed for agency business in accordance with records retention schedules, National Archives and Records Administration (NARA) guidelines and 384 Departmental Manual 1. A records retention schedule for Office of Insular Affairs Programs records not covered by the schedules listed above is being developed for submission to NARA. These records will be treated as permanent until the records are scheduled and approved by NARA.

Director, Office of Insular Affairs, Department of the Interior, 1849 C Street NW., Mail Stop 2429 MIB, Washington, DC 20240; and designated offices providing services in the U.S. Insular Areas.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

An individual requesting access to records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." The request letter should describe the records sought as specifically as possible. A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or contesting information contained in his or her records must send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

Records in the system are obtained from DOI and other Federal officials, state, territorial and local government officials, non- governmental organizations, private parties, business and other entities, entrepreneurs, procurement officials, and individual members of the public who communicate or interact with OIA.

None.

(a) U.S. Department of the Interior, Bureau of Reclamation, Administrative Service Center, Academy Place 1, 7333 West Jefferson, Denver, Colorado 80235.

(b) Participating Field Stations of the U.S. Department of the Interior, U.S. Fish & Wildlife Service. A listing of field offices may be obtained from the System Manager listed below.

Enrollees (YCC) of USDI Federal YCC program.

(1) Current enrollee USDI Application Form and Employment and Training Administration Form 27; USDI Medical History Forms; Personal and Statistical Information. (2) Optional; Evaluation of enrollees performance by camp staff; Accident, injury, and treatment forms. (3) Past enrollees; List of names and addresses. (4) Current alternates (YCC) USDI Application Form and Employment and Training Administration Form 27.

Pub. L. 93-408.

The primary uses of the records are (a) the identification of current and past enrollees and current alternates or applicants; (b) for the selection of alternate upon enrollee withdrawal from program (YCC), (c) to provide enrollee participation record for school credit. Disclosures outside of the Department of the Interior may be made (1) to the U.S. Department of Agriculture in connection with joint administration of YCC program; (2) to the U.S. Department of Justice or in a proceeding before a court or adjudicative body when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled; (3) of information indicating a violation or potential violation of a statute, regulation, rule, order, or license, to appropriate Federal, State, local, or foreign agencies responsible for investigating or prosecuting the violation or for enforcement or implementing the statute, rule, regulation, order or license; (4) to a congressional office from the record of an individual in response to an inquiry the individual has made to the congressional office; (5) to a Federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of a security clearance, license, contract, grant or other benefit; (6) to Federal, State, or local agencies where necessary to obtain information relevant to the hiring or retention of an employee, or the issuance of a security clearance, license, contract, grant or other benefit.

Storage:

Maintained in personnel jackets.

In accordance with National Archives and Records Administration regulations (36 CFR 1228.150, et seq).

In accordance with Interior Department, Office of the Secretary Records Schedule NCa-48-82-1.

(a) Youth Program Officer, U.S. Department of the Interior, National Park Service, PO Box 37127, 1100 L Street, room 4415, Washington, DC 20013-7127.

(b) Chief, Division of Refuges, U.S. Department of the Interior, U.S. Fish & Wildlife Service, 1849 C Street NW, Washington, DC 20240.

Inquiries regarding the existence of records should be addressed to the System Manager. A written, signed request stating that the requester seeks information pertaining to him/her is required. See 43 CFR 2.60.

A request for access may be addressed to the System Manager. The request must be in writing and be signed by the requester. The request must meet the content requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager and must meet the content requirements of 43 CFR 2.71.

Individual on whom the record is maintained, medical doctor, school or other official.

(a) U.S. Department of the Interior, Bureau of Reclamation, Administrative Service Center, Academy Place 1, 7333 West Jefferson, Denver, Colorado 80235.

(b) Participating Field Stations of the U.S. Department of the Interior, U.S. Fish & Wildlife Service. A listing of field offices may be obtained from the System Manager listed below.

Youth accepted into the YCC program.

Personnel pay, statistical and termination data compiled by camp officials.

Pub. L. 93-406.

The primary uses of the records are (a) the identification of current and past enrollees and corpsmembers; (b) for payroll purposes for current enrollees and corpsmembers, (c) to develop demographic characteristics of enrollee and corpsmember population for statistical purposes. Disclosures outside the Department of the Interior may be made (1) to the Department of the Treasury for preparation of (a) payroll checks and (b) payroll deduction and other checks to Federal, State, and local government agencies, nongovernmental organizations and individuals (2) to the Internal Revenue and to State, Commonwealth, Territorial and local government for tax purposes; (3) to the Civil Service Commission in connection with the Civil Service Retirement System; (4) to another Federal agency to which an employee has transferred; (5) to the U.S. Department of Justice or in a proceeding before a court or adjudicative body when (a) the United States, the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purposes for which the records were compiled; (6) of information indicting a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the status, rule, regulation, order or license; (7) to a Congressional office from the record of an individual in response to an inquiry the individual has made to the Congressional office; (8) to a Federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of a security clearance, license, contract, grant or other benefit; and (9) to Federal, State, or local agencies where necessary to obtain information relevant to the hiring or retention of an employee, or the issuance of a security clearance, license, contract, grant or other benefit.

Storage:

Current and past personal and statistical information on magnetic tape and printouts.

Tape reels are coded by number.

In accordance with National Archives and Records Administration regulations (36 CFR 1228.150, et seq)

In accordance with General Records Schedule No. 2, Item 1.

(a) Youth Program Officer, U.S. Department of the Interior, National Park Service, PO Box 37127, 1100 L Street, room 4415, Washington, DC 20013-7127.

(b) Chief, Division of Refuges, U.S. Department of the Interior, U.S. Fish & Wildlife Service, 1849 C Street, NW, Washington, DC 20240.

Inquiries regarding the existence of records should be addressed to the System Manager. A written signed request stating that the requester seeks information concerning records pertaining to him is required. See 43 CFR 2.60.

A request for access may be addressed to the System Manager. The request must be in writing and be signed by the requester. The request must meet the content requirements of 43 CFR 2.71.

A petition for amendment should be addressed to the System Manager and must meet the content requirements of 43 CFR 2.71.

Individual on whom the record is maintained, camp personnel.

(a) U.S. Department of the Interior, Bureau of Reclamation, Administrative Service Center, Academy Place 1, 7333 West Jefferson, Denver, Colorado 80235.

(b) Participating Field Stations of the U.S. Department of the Interior, U.S. Fish & Wildlife Service. A listing of field offices may be obtained from the System Manager listed below.

Enrollees of past Interior Federal YCC program.

(1) U.S.C.I. Medical History Forms. (2) Accident, injury and treatment forms. (3) Parental permission portion of the U.S.D.I. Application forms for YCC enrollees.

Pub. L. 93-408.

The primary uses of the records are (a) for the adjudication of FERC medical claims, and (b) the adjudication of tort claims. Disclosures outside the Department of the Interior may be made (1) to the U.S. Department of Agriculture in connection with joint administration of the YCC program; (2) to the U.S. Department of Justice or in a proceeding before a court or adjudicative body when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were complied; (3) of information indicating a violation or potential violation of a statute, regulation, rule, order or license to appropriate Federal, State, local, or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, or license; (4) to a congressional office from the record of an individual in response to an inquiry the individual has made to the congressional office; (5) to a Federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of a security clearance, license, contract, grant or other benefit.

Storage:

Manual records.

By individual name.

In accordance with National Archives and Records Administration Regulations (36 CFR 1228.150, et seq.).

In accordance with Interior Department, Office of the Secretary Records Schedule NC1-46-82-1.

(a) Youth Program Officer, U.S. Department of the Interior, National Park Service, PO Box 37127, 1100 L Street NW, room 4415, Washington, DC 20013-7127.

(b) Chief, Division of Refuges, U.S. Department of the Interior, U.S. Fish & Wildlife Service, 1849 C Street NW, Washington, DC 20240

Inquiries regarding the existence of records should be addressed to System Manager. A written signed request stating that the requester seeks information concerning records pertaining to him is required. See 43 CFR 2.60.

A request for access may be addressed to the System Manager. The request must be in writing and be signed by the requester. The request must meet the content requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager and must meet the content requirements of 43 CFR 2.71.

Individual on whom the record is maintained, medical doctor, and camp official compiling accident of medical treatment information.

Institute for Social Research, University of Michigan, Ann Arbor, Michigan 48106. Records are joint records of the U.S. Department of the Interior, Office of Manpower Training and Youth Activities and the U.S. Department of Agriculture, Forest Service.

A random sample of 600 1973 YCC enrollees.

The file contains questionnaire responses, environmental education scores, and verbal skills test data of questionnaire respondents.

Pub.L. 93-408.

(1)The primary use of the records is for future research on long term values gained from the YCC experience. Disclosures outside the Department of Justice when related to litigation or anticipated litigation; (2) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license; (3) from the record of an individual in response to an inquiry from a Congressional office made at the request of that individual.

Storage:

File is on a magnetic tape.

Data on each person is identified by a case number. It can be retrieved by matching the case number with a mailing list containing case numbers, name and address.

Only the research staff have access to the mailing list.

Files are being retained indefinitely for possible future longitudinal studies of long range benefit.

(1) Director, Division of Manpower and Youth Conservation Programs, U.S. Department of Agriculture, Forest Service, Washington, DC 20250. (2) Director, Office of Manpower Training and Youth Activities, U.S. Department of the Interior, Washington, DC 20240.

Inquiries regarding the existence of records should be addressed to the System Manager. A written, signed request stating that the requester seeks information concerning records pertaining to him is required. See 43 CFR 2.60.

A request for access may be addressed to the System Manager. The request must be in writing and be signed by the requester. The request must meet the content requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager and must meet the content requirements of 43 CFR 2.71.

The individual covered in the sample.

Records are kept at participating field stations of the U.S. Department of the Interior's Fish and Wildlife Service and National Park Service. A listing of field locations may be obtained from the pertinent system manager noted below.

Youths between the ages of 15 and 18 who file an application to attend a Department of the Interior, or State Grant YCC camp.

The system consists of application forms submitted by eligible youth and contains the following categories of information: Name, address, telephone number, birthdate, sex, and name of parent or guardian.

Pub. L. 93-408.

The primary use of the records is for selection among applications of all eligible applications. Persons selected are either offered employment in a YCC camp or placed on an alternate list to be used in case of declination. Disclosures outside the Department of the Interior may be made (1) to the U.S. Forest Service, States, counties, cities and other subgrantees for employment purposes; (2) to the U.S. Department of Justice or in a proceeding before a court of adjudicative body when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled; (3) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license; (4) to a congressional office from the record of an individual in response to an inquiry the individual has made to the congressional office; (5) to Federal, State, or local agencies where necessary to obtain information relevant to the hiring or retention of an employee, or the issuance of a security clearance, license, contract, grant or other benefit.

Storage:

Manual.

Applications are filed alphabetically by name of individual applicant.

Records are kept locked in confidential files.

Pending approval of the Archivist of the U.S.

(1) Chief, Division of Refuges, U.S. Fish and Wildlife Service, U.S. Department of the Interior, Washington, DC 20240; (2) Director, Office of Youth Activities, National Park Service, U.S. Department of the Interior, Washington, DC 20240.

Inquiries regarding the existence of records should be addressed to the appropriate system manager. A written, signed request stating that the requester seeks information concerning records pertaining to him is required. See 43 CFR 2.60.

A request for access may be addressed to the appropriate System Manager. The request must be in writing and be signed by the requester. The request must meet the content requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the appropriate System Manager and must meet the content requirements of 43 CFR 2.71.

The records in this system originate in two ways: (1) The YCC application form prepared by the applicant and any additions or corrections thereto, also prepared by the applicant. (2) Additional information added to the file by the State recruiter concerning the applicant's selection, nonselection, declination, etc.

U.S. Department of the Interior Library, 1849 C Street NW, Washington, DC 20240.

Individuals borrowing library materials from the Department of the Interior library.

Name and identification number of borrower; affiliation of borrower; work address and telephone number of borrower, call number and due date of items borrowed; other information identifying items borrowed.

43 U.S.C. 67a. 1456, 1467; 40 U.S.C. 483(b); 44 U.S.C. 3101.

The primary purpose of the system is to control library materials borrowed. Disclosures outside the Department of the Interior may be made:

(1) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body when (a) the United States, the Department of the Interior, a component of the Department or when represented by the Government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(2) To a congressional office in connection with an inquiry an individual covered by the system has made to the congressional office.

(3) To Federal, State, or local agencies that have requested information necessary or relevant to the hiring, firing or retention of an employee, or the issuance of a security clearance, contract, license, grant or other benefit.

(4) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing, implementing or administering a statute, rule, regulation, order, license, contract, grant or other agreement, when the disclosing agency becomes aware of information indicating a violation or potential violation of a statute, regulation, rule, order, license, contract, grant or other agreement.

(5) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Records are maintained in computer data files.

Records are retrievable by name or identification number of borrower, and by call number, due date, or other information relating to items borrowed.

Records are maintained in computer files, within the library, and are accessible only by authorized persons. Computers allowing access to records are attended constantly during working hours; the library is locked after working hours.

Records are maintained for two years and then destroyed in accordance with instructions contained in the Office of the Secretary Administrative Handbook Number 7.

Library Contractor COTR, Division of Employee and Public Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, Washington, DC 20240.

Inquiries regarding the existence of records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.

A request for access to records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.

A request for access to records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Individuals borrowing materials from Departmental Library and materials borrowed from the Library.

(1) U.S. Department of the Interior, Office of Information Resources Management, Telecommunications Systems Division, MS-5312, 1849 C Street NW, Washington, DC 20240.

(2) Office of Bureau System Managers.

(3) Bureau offices nationwide.

Individuals (generally Department, bureau/office, and contractor employees) who make long distance telephone calls and individual who receive long distance telephone calls placed from or charged to DOI telephones.

Records relating to the use of DOI telephone systems to place long distance calls; records indicating assignment of telephone numbers of employees; and records relating to the location of telephones.

Note: Records of telephone calls made to the Department's Office of Inspector General Hotline number are excluded from the records maintained in this system pursuant to the provisions of 5 U.S.C., Appendix 3 Section 7(b) (Inspector General Act of 1978).

31 U.S.C. 1348(b), which prohibits agencies from using appropriated funds to pay for personal calls; 44 U.S.C. 3101, which authorizes agencies to create and preserve records documenting agency organizations, functions, procedures, and transactions; and 43 CFR 201-38.007, which limits the use of Government telephone systems to the conduct of official business.

Disclosures within the Department of the Interior may be made to employees of the Department to determine responsibility for long distance telephone calls, and to resolve disputes and facilitate the verification of discrepancies relating to the billing, payment, or reconciliation of telephone operational or accountability record.

Disclosures outside the Department of the Interior may be made: (1) To representatives of a telecommunications company providing telecommunications support to permit the servicing of the account; (2) To representatives of the General Services Administration or the National Archives and Records Administration to conduct records management inspections under authority of 44 U.S.C. 2904 and 2906; (3) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) The Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose of which the records were compiled; (4) Of information indicating a violation or potential violation of a statue, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the stature, rule, regulation, order or license; (5) To a Federal agency that has requested information necessary or relevant to the hiring, firing, or retention of an employee, or the issuance of a security clearance, contract, license, grant or other benefit, but only to the extent that the information disclosed is relevant and necessary to the requesting agency's decision on the matter; and (6) To a congressional office from the record of an individual in response to an inquiry the individual has made to the congressional office. (7) To appropriate agencies, entities, and persons when: (a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Official records are stored in electronic form.

Records are retrieved by employee name, telephone number, identification number, or by account code.

Access to the records is limited to Departmental employees who have an official need to use the records in the performance of their duties. Records are stored in a controlled area and maintained with safeguards meeting the requirements of 43 CFR 2.51 for computer and paper records. Automated records are protected from unauthorized access through password identification procedures and other system-based protection methods.

In accordance with National Archives and Records Administration's General Records Schedule 12, Item 4, official (electronic) records are retained for three (3) years and then destroyed. Paper reference copies are destroyed when no longer needed or, if not before, when three (3) years old.

(1) Chief, Telecommunications Systems Division, Office of Information Resources Management, MS-5312, MIB, 1849 C Street NW, Washington, DC 20240.

(2) Telecommunications Manager, Office of Facilities Management, Bureau of Indian Affairs, PO Box 1246, Albuquerque, NM 87103.

(3) Chief, Branch of Telecommunications, Bureau of Land Management, Denver Federal Center, MS-DW101, BLD. 50, PO Box 25047, Lakewood, CO 80225.

(4) Telecommunications Manager, Bureau of Reclamation, Denver Federal Center, MS-D-7190, PO Box 25007, Denver, CO 80225.

(5) Telecommunications Manager, U.S. Fish and Wildlife Service, IRM/TFO, PO Box 25207, Denver, CO 80225.

(6) Chief, Branch of Telecommunications Services, U.S. Geological Survey, MS-809, National Center, Reston, VA 22092.

(7) Chief, Safety and Facilities Management Branch, Minerals Management Service, MS-2000, 381 Elden Street, Herndon, VA 22070.

(8) Telecommunications Manager, Information and Telecommunications Division, National Park Service, MS-2505, 1849 C Street NW, Washington, DC 20240.

(9) Telecommunications Administrator, Office of Inspector General, MS-124, SIB, 1849 C Street NW, Washington DC 20240.

(10) Chief, Telecommunications Service Office, National Business Center, Office of the Secretary, MS-1445, MIB, 1849 C Street NW, Washington, DC 20240.

(11) Telecommunications Manager, Office of Surface Mining Reclamation and Enforcement, MS-10, SIB, 1849 C Street NW, Washington, DC 20240.

A request for notification of the existence of records shall be addressed to the appropriate System Manager. The request shall be in writing, signed by the requester, and comply with the content requirements of 43 CFR 2.60.

A request for access to records shall be addressed to the appropriate System Manager. The request shall be in writing, signed by the requester, and comply with the content requirements of 43 CFR 2.63.

A request for amendment of records shall be addressed to the appropriate System Manager. The request shall be in writing, signed by the requester, and comply with the content requirements of 43 CFR 2.71.

Telephone assignment records, call detail listings, and results of administrative inquiries relating to assignment of responsibility for placement of specific long distance calls.

None.

Division of Technology Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-1414 MIB, Washington, DC 20240.

Individuals writing to or receiving correspondence from the following Department of the Interior officials: The Secretary, the Under Secretary, the Deputy Secretary, the Solicitor, the Assistant Secretaries, the Deputy Assistant Secretaries, and individuals serving in these capacities.

Names of correspondents, date and subject of correspondence, official record copies of correspondence.

5 U.S.C. 391; 43 U.S.C. 1457; 44 U.S.C. 3101; Reorganization Plan 3 of 1950.

The primary purpose of the system is to document and support the operational, program and policy decisions of Departmental officials at the Secretarial level. Disclosures outside the Department of the Interior may be made:

(1) To the U.S. Department of Justice or to a court or adjudicative body with jurisdiction when (a) the United States, the Department of the Interior, a component of the Department, or when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(2) To appropriate Federal, State, local or foreign agencies responsible for investigation or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the disclosing agency becomes aware of information indicating a violation of or a potential violating of a statute, regulation, rule, order or license.

(3) To a congressional office in connection with an inquiry an individual covered by the system has made to the congressional office.

(4) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Official record copies of correspondence are stored in file folders; an electronic copy of correspondence (dated January 1, 1997 or later) is stored in image files in a computer database. Index terms (for correspondence dated December 31, 1996 or earlier) are stored in index cards; index terms (for correspondence dated January 1, 1997 or later) are stored in a computer database.

Records are retrieved by name of correspondent and/or date or subject for correspondence.

Official records copies of correspondence are stored in locked file cabinets, in a locked room. Computer image files are maintained in accordance with 43 CFR 2.51. Access to both paper and automated records is limited to persons whose official duties require such access.

Records are retained in accordance with the Office of the Secretary Comprehensive Records Disposal Schedule K-1. Official record copies of correspondence are stored on site for ten (10) years, at a Federal Records Center for an additional ten (10) years, and are offered to the National Archives and Records Administration for permentent retention after twenty (20) years.

Office of the Secretary Records Officer, Division of Technology Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW. MS-1414 MIB, Washington, DC 20240.

Inquires regarding the existence of records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.

A request for access to records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.

A request for amendment of records shall be addressed to the System Manager. The requests must be writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Individuals corresponding with or on behalf of the Department at the Secretarial level.

None.

73 FR 77823 (December 19, 2008).

(1) Data covered by this system are maintained at two primary master sites at the following locations under the Department of the Interior (DOI), Office of the Secretary, Office of the Chief Information Officer, at:

(a) The Enterprise Hosting Center, Reston, VA, and

(b) The Enterprise Hosting Center, Denver, CO.

(2) DOI bureau and office replicas of the master database of the EACS are located at strategic Departmental locations.

(1) Individuals who require access to Departmental networks, information systems, and e-mail services, including Departmental employees, contractors, students, interns, volunteers, etc.

Note: All of these individuals are required to have HSPD-12 compliant credentials issued from the National Business Center, within the Office of the Secretary of the Department of the Interior, if they are employed by DOI for more than 180 days.

(2) Individuals who have been issued HSPD-12 compliant credentials from other Federal agencies who require access to Departmental networks, information systems and e-mail services.

The following information may be retained in EACS: User full legal name, system login name, work e-mail address, web home page address, work address, work phone number, other contact information, user access and permission rights, password hash values, HSPD-12 authentication, digital signature, encryption, and/or other NIST specified certificates, along with the date and time of signature retained on the signed document, and supervisor's name.

Note: This list is not intended to be a full list of all information currently stored in the EACS.

5 U.S.C. 301; the Paperwork Reduction Act of 1995 (44 U.S.C. 3501); the Government Paperwork Elimination Act (Pub. L. 105-277, 44 U.S.C. 3504); and Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors, August 27, 2004.

The primary purposes of the system are:

(1) To provide a common authoritative directory service for the purpose of ensuring the security of DOI computer networks, resources and information and protecting them from unauthorized access, tampering or destruction;

(2) To authenticate and verify that all persons accessing DOI computer networks, resources and information are properly authorized to access them;

(3) To ensure that persons signing official digital documents are indeed the persons represented and to provide for non-repudiation of the use of an electronic signature; and

(4) To enable an individual to encrypt and decrypt documents for secure transmission.

Note: This system interfaces with the Department's identify management system and personnel security files, covered by Interior/DOI-45, "HSPD-12: Identity Management System and Personnel Security Files."

Disclosures outside the Department of the Interior may be made:

(1) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs, on DOI's behalf, services requiring access to these records.

(2) To the Federal Protective Service and appropriate Federal, State, local or foreign agencies responsible for investigating emergency response situations or investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when DOI becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

(3) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(4) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the congressional office about the individual.

(5) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files, in support of the functions for which the records were collected and maintained.

(6) To representatives of the General Services Administration or the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2903 and 2904.

(7) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Records are stored in electronic media on hard disks and magnetic tapes.

Records are retrievable from EACS by any defined field within the record. These fields include, but are not limited to: user name, full legal name, digital certificate, and Web home address or e-mail address.

The computer systems in which records are stored are located in computer facilities that are secured by alarm systems and off-master key access. EACS access granted to individuals is password-protected. In the event that EACS is used to validate a user's authentication certificate against existing data within the system, access to the user's authentication certificate will require the use of a Personal Identification Number (PIN) known only to the user. Each person granted access to the system must be individually authorized to use the system. A Privacy Act Warning Notice will appear on the monitor screen when first displayed. Backup tapes are transported in a locked container under armed guard escort and are stored in a locked and controlled room in a secure, off-site location. A Privacy Impact Assessment was completed to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met.

Records relating to persons covered by this system are retained in accordance with a separate records schedule, identified as item 6600 of the Office of the Secretary Consolidated Subject-Function Code Records Disposition Schedule currently under development.

(1) EACS Manager, Office of the Chief Information Officer, Office of the Secretary, Department of the Interior, 625 Herndon Parkway, Herndon, VA 20170.

(2) Bureau Security Managers:

a. Bureau of Indian Affairs: Director, Office of Information Technology Security & Privacy, Office of the Chief Information Officer--Indian Affairs, 625 Herndon Parkway, Herndon, VA 20170.

b. Bureau of Indian Education: Director, Office of Information Technology Security & Privacy, Office of the Chief Information Officer--Indian Affairs, 625 Herndon Parkway, Herndon, VA 20170.

c. Bureau of Land Management: Division Chief, IT Security, Bureau of Land Management, Information Resources Management, 1849 C St., NW., Mail Stop 700LS, Washington, DC 20240.

d. Bureau of Reclamation: Deputy Chief Information Officer, Bureau of Reclamation, P.O. Box 25007, Denver, CO 80225.

e. Minerals Management Service: IT Specialist, Minerals Management Service, 381 Elden Street, Mail Stop 2200, Herndon, VA 20170.

f. National Park Service: Security Program Manager, National Park Service, 1201 Eye Street, NW., Washington, DC 20005.

g. Office of Surface Mining, Reclamation and Enforcement: Logical Security Officer, Office of Surface Mining, Reclamation and Enforcement, 1951 Constitution Ave., NW., Mail Stop 344 SIB, Washington, DC 20240.

h. Office of the Inspector General: Logical Security Manager, U.S. Geological Survey, 12030 Sunrise Valley Drive, Suite 230, Reston, VA 20191.

i. Office of the Secretary/National Business Center: Logical Security Manager, National Business Center, 7301 W. Mansfield Ave., D 2130, Denver, CO 80235.

j. Office of the Solicitor: Chief Information Officer, Division of Administration, Office of the Solicitor, 1849 C St., NW., Mail Stop 6556 MIB, Washington, DC 20240.

k. U.S. Fish and Wildlife Service: AD IRTM, U.S. Fish and Wildlife Service, 4401 N. Fairfax Dr., 3rd Fl., Arlington, VA 22203.

l. U.S. Geological Survey: Bureau Chief Technology Officer, U.S. Geological Survey, 8987 Yellow Brick Road, Baltimore, MD 21237.

An individual requesting notification of the existence of records on himself or herself should address his/her request to the appropriate Bureau Security Manager identified in (2), above. The request must be in writing and signed by the requester. It must include the requester's full name, bureau and office affiliation, and work address. (See 43 CFR 2.60.)

An individual requesting access to records on himself or herself should address his/her request to the appropriate Bureau Security Manager identified in (2), above. The request must be in writing and signed by the requester. It must include the requester's full name, bureau and office affiliation, and work address. (See 43 CFR 2.63.)

An individual requesting amendment of records on himself or herself should address his/her request to the appropriate Bureau Security Manager identified in (2), above. The request must be in writing and signed by the requester. It must include the requester's full name, bureau and office affiliation, and work address. (See 43 CFR 2.71.)

Information is obtained from individuals covered by the system, supervisors, and designated approving officials, certificate issuing authorities, and network systems officials, as well as the National Business Center's identity management system (covered by Interior, DOI-45: "HSPD-12: Identity Management System and Personnel Security Files)."

None.

Classified and unclassified.

Counterintelligence Unit, Office of Law Enforcement and Security, U.S. Department of the Interior, 12201 Sunrise Valley Drive, Reston, VA 20192.

DOI Counterintelligence/Insider Threat Program Manager, Counterintelligence Unit, Office of Law Enforcement and Security, U.S. Department of the Interior, 12201 Sunrise Valley Drive, Reston, VA 20192.

Intelligence Reform and Terrorism Prevention Act of 2004, Public Law 108-458; Intelligence Authorization Act for FY 2010, Public Law 111-259; Title 28 U.S.C. 535, Investigation of Crimes Involving Government Officers and Employees; Limitations; Title 50 U.S.C. 402a, Coordination of Counterintelligence Activities; Executive Order 10450, Security Requirements for Government Employment, April 17, 1953; Executive Order 12333, United States Intelligence Activities (as amended); Executive Order 12829, National Industrial Security Program; Executive Order 12968, Access to Classified Information, August 2, 1995; Executive Order 13467, Reforming Processes Related to Suitability for Government Employment, Fitness for Contractor Employees, and Eligibility for Access to Classified National Security Information, June 30, 2008; Executive Order 13488, Granting Reciprocity on Excepted Service and Federal Contractor Employee Fitness and Reinvestigating Individuals in Positions of Public Trust, January 16, 2009; Executive Order 13526, Classified National Security Information; Executive Order 13587, Structural Reforms to Improve the Security of Classified Networks and the Responsible Sharing and Safeguarding of Classified Information, October 7, 2011; Presidential Memorandum National Insider Threat Policy and Minimum Standards for Executive Branch Insider Threat Programs, November 21, 2012; and Security Executive Agent Directives issued by the Office of the Director of National Intelligence.

The purposes of the Insider Threat Program system of records are to manage counterintelligence and insider threat matters; facilitate insider threat investigations and activities associated with counterintelligence complaints, inquiries and investigations; identify potential threats to DOI resources and information assets; evaluate and track DOI employees on foreign travel; evaluate and track foreign visitors as part of the Foreign Visitors Program; review and evaluate individuals and companies desiring to conduct business with DOI; evaluate and track supply chain risks; track referrals of potential insider threats to internal and external partners; and provide statistical reports and meet other insider threat reporting requirements.

The categories of individuals covered in the system include current and former DOI employees, potential employees, and contractors; other officials or employees of Federal, state, tribal, territorial, and local law enforcement organizations; complainants, informants, suspects and witnesses; covered individuals who have been granted access to controlled unclassified information or classified information, or who hold a sensitive position; persons requesting or having access to DOI facilities, information systems, programs, and infrastructure; members of the general public, including individuals and/or groups of individuals who report or are involved with counterintelligence or insider threat matters, complaints or incidents involving classified information or systems, or controlled unclassified information; individuals being investigated as potential insider threats;

individuals desiring to conduct business with DOI; individuals involved in contracts, bids, or proposals related to procurement or acquisition activities; individuals identified as the result of an administrative, security or investigative function who could pose a threat to DOI operations, data, personnel, facilities and systems; family members, dependents, relatives, and individuals with a personal association to an individual who is the subject of an insider threat investigation; and foreign visitors or foreign contacts that become involved in potential counterintelligence or insider threat matters.

This system maintains records on U.S. citizens, non-U.S. citizens and foreign nationals; however, the Privacy Act only applies to individuals who are U.S. citizens or aliens lawfully admitted for permanent residence.

This system maintains records related to counterintelligence activities and referrals or investigations of potential insider threats. Records include incident reports; criminal, civil or administrative investigative records; background investigations; personnel security records; facility access records; network security and communications records; information systems security logs; analyses and reports; security violations, and inquiries and recommended remedial actions related to suspected security violations; official and foreign travel records; foreign visitor records; records of contacts with foreign persons; financial disclosure reports; financial records; personnel records; medical records; criminal history records; drug test results; training records; information on complainants, informants, suspects, and witnesses; information from Standard Form (SF) 85 and SF 86 questionnaires; Closed Circuit Television (CCTV) recordings; polygraph examination records; document control registries; courier authorization requests; derivative classification unique identifiers; requests for access to sensitive compartmented information (SCI); briefing/debriefing statements for special programs, sensitive positions, and related information required in connection to personnel security clearance determinations; results of preliminary screening reviews; exhibits, evidence, statements, and affidavits; permits or leases related to DOI infrastructure or managed resources; bids, contracts, procurements or acquisition activities related to individuals and organizations desiring to conduct business with DOI; and other records involving potential insider threats or activities directed against DOI and its personnel, facilities, systems or resources.

These records may contain: name, Social Security number, date of birth, place of birth, citizenship, security clearance, home address, work address, personal or official phone number, personal or official email address, other contact information, drivers license number, vehicle identification number, license plate number, ethnicity and race, tribal identification number or other tribal enrollment data, work history, educational history, affiliations, information on family members, dependents, relatives and other personal associations, passport number, gender, fingerprint, hair and eye color, photographic image, video recording, voiceprint, biometric data, any other physical or distinguishing attributes of an individual, and publicly available social media account information.

Investigation records and incident reports may include additional information such as photos, video, sketches, medical reports, and network use records, identification badge data, facility and access control records, email and text messages. Records may also include information concerning potential counterintelligence or insider threat activity, counterintelligence complaints, investigative referrals, results of incident investigations, case number, forms, nondisclosure agreements, consent forms, documents, reports, investigative or analytical efforts of DOI Insider Threat Program personnel, intelligence reports and database query results relating to individuals covered by this system; information obtained from other Federal agencies, organizations, or sources about individuals known or reasonably suspected of being engaged in conduct constituting, preparing for, aiding, or relating to an insider threat, including but not limited to espionage or unauthorized disclosures of controlled unclassified information and classified national security information; and correspondence, documents and reports received, generated or maintained in the course of managing insider threat activities and conducting investigations related to the protection of DOI resources and information assets against potential insider threats.

Sources of information in the system include Department, bureau, office and program officials, employees, contractors, and other individuals who are associated with or represent the DOI; officials from other Federal, Tribal, State, territorial, and local government organizations; other Federal agencies, organizations, or sources providing information about individuals known or reasonably suspected of being engaged in conduct constituting, preparing for, aiding, or relating to an insider threat, including but not limited to espionage or unauthorized disclosures of classified national security information or controlled unclassified information; relevant DOI records, databases and files, including personnel security files, facility access records, security incidents or violation files, network security records, investigatory records, visitor records, travel records, foreign visitor or contact reports, and financial disclosure reports; and complainants, informants, suspects, and witnesses.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the U.S. Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

DOI or any component of DOI;

Any other Federal agency appearing before the Office of Hearings and

Appeals;

Any DOI employee or former employee acting in his or her official capacity;

Any DOI employee or former employee acting in his or her individual

capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

The U.S. Government or any agency thereof, when DOJ determines that

DOI is likely to be affected by the proceeding.

B. To a congressional office in response to a written inquiry that an individual covered by the system has made to the office, to the extent the records have not been exempted from disclosure pursuant to 5 U.S.C. 552a(j) and (k).

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained, to the extent the records have not been exempted from disclosure pursuant to 5 U.S.C. 552a(j) and (k).

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, grantee, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of records;

(2) DOI has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal government, or national security; and

(3) the disclosure made to such agencies, entities and persons is reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(1) responding to a suspected or confirmed breach; or

(2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the United States.

N. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To the Department of Justice, the Federal Bureau of Investigation, the Department of Homeland Security, the Office of the Director of National Intelligence, and other Federal, State, territorial and local law enforcement agencies for the purpose of referring potential counterintelligence or insider threats and information exchange on counterintelligence and or insider threat activity.

P. To agency contractors, grantees, or volunteers for DOI or other Federal Departments who have been engaged to assist the Government in the performance of a contract, grant, cooperative agreement, or other activity related to this system of records and who need to have access to the records in order to perform the activity.

Q. To any criminal, civil, or regulatory authority (whether Federal, State, territorial, local, or tribal) for the purpose of providing background search information on individuals for legally authorized purposes, including but not limited to background checks on individuals residing in a home with a minor or individuals seeking employment opportunities requiring background checks.

R. To third parties during the course of an investigation to the extent necessary to obtain information pertinent to the investigation, provided disclosure is appropriate to the proper performance of the official duties of the individual making the disclosure.

S. To a public or professional licensing organization for the purpose of verifying information, or when information indicates, either by itself or in combination with other information, a violation or potential violation of professional standards, or reflects on the moral, educational, or professional qualifications of an individual who is licensed or who is seeking to become licensed.

T. To any Federal, State, local, tribal, territorial, foreign, or multinational government or agency, or appropriate private sector individuals and organizations lawfully engaged in intelligence or counterintelligence activities, national security, homeland defense, counterterrorism, or law enforcement intelligence for that entity's official responsibilities, including responsibilities to counter, deter, prevent, prepare for, respond to, threats to national or homeland security, including an act of terrorism or espionage.

U. To any individual, organization, or entity, as appropriate, to notify them of a serious threat to homeland security for the purpose of guarding them against or responding to such a threat, or when there is a reason to believe that the recipient is or could become the target of a particular threat, to the extent the information is relevant to the protection of life, health, or property.

V. To members of the House Committee on Oversight and Government Reform and the Senate Homeland Security and Governmental Affairs Committee pursuant to a written request under 5 U.S.C. 2954, or other committee with oversight of matters within their jurisdiction pertaining to Insider Threat Program activities, after consultation with the Senior Agency Official for Privacy and legal counsel.

W. To a Federal agency or entity that has information relevant to an allegation or investigation regarding an insider threat for purposes of obtaining guidance, additional information, or advice from such federal agency or entity regarding the handling of a counterintelligence or insider threat matter, or to a federal agency or entity that was consulted during the processing of the allegation or investigation but that did not ultimately have relevant information.

X. To a former DOI employee, DOI contractor, or individual sponsored by DOI for a security clearance for purposes of responding to an official inquiry by Federal, State, local, tribal, or territorial government agencies or professional licensing authorities; or facilitating communications with a former employee that may be relevant and necessary for personnel-related or other official purposes when DOI requires information or consultation assistance from the former employee regarding a matter within that person's former area of responsibility.

Y. To an agency or organization for the purpose of performing audits or oversight operations as authorized by law, but only such information as is necessary and relevant to such audit or oversight function.

Z. To an individual’s prospective or current employer to the extent necessary to determine employment eligibility.

Electronic records are maintained in information systems, or stored on magnetic disc, tape or digital media. Paper records are maintained in file cabinets in a secure facility behind a locked door.

Records may be retrieved by name, Social Security number, date of birth, phone number, and other types of information by keyword search.

A records retention schedule for the Insider Threat Program has been developed and submitted to NARA for approval. Pending approval by NARA, these records will be treated as permanent. The proposed records disposition is temporary. Records in the Insider Threat Program system of records related to a particular insider threat will be maintained for twenty-five years from the date when the insider threat was discovered. Records related to cases that are not insider threats will be destroyed three years after notifications of death, or five years after (1) the individual no longer has an active security clearance held by DOI, (2) separation or transfer of employment, or (3) the individual’s contract relationship with DOI expires; whichever is applicable. Approved disposition methods include shredding or pulping paper records, and degaussing or erasing electronic records in accordance with 384 Department Manual 1 and NARA guidelines.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. During normal hours of operation, paper records are maintained in locked file cabinets under the control of authorized personnel. Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974 (Pub. L. 93–579), Paperwork Reduction Act of 1995 (Pub. L. 104–13), Federal Information Security Modernization Act of 2014 (Pub. L. 113–283), and the Federal Information Processing Standards 199, Standards for Security Categorization of Federal Information and Information Systems. Computer servers in which electronic records are stored are located in secured Department of the Interior facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Security controls include encryption, firewalls, audit logs, and network system security monitoring.

Electronic data is protected through user identification, passwords, database permissions and software controls. Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior.

The Department of the Interior has exempted portions of this system from the access procedures of the Privacy Act pursuant to 5 U.S.C. 552a(j)(2), (k)(1), (k)(2) and (k)(5). An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

The Department of the Interior has exempted portions of this system from the amendment procedures of the Privacy Act pursuant to 5 U.S.C. 552a(j)(2), (k)(1), (k)(2) and (k)(5). An individual requesting correction or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

The Department of the Interior has exempted portions of this system from the notification procedures of the Privacy Act pursuant to 5 U.S.C. 552a(j)(2), (k)(1), (k)(2) and (k)(5). An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

This system contains classified and unclassified intelligence and law enforcement investigatory records related to insider threat and counterintelligence activities that are exempt from certain provisions of the Privacy Act, 5 U.S.C. 552a(j) and (k). Pursuant to 5 U.S.C. § 552a(j)(2), (k)(1), (k)(2) and (k)(5), the Department of the Interior has exempted portions of this system from the Privacy Act subsections (c)(3), (c)(4), (d), (e)(1) through (e)(3), (e)(4)(G) through (e)(4)(I), (e)(5), (e)(8), (e)(12), (f), and (g). In accordance with 5 U.S.C. 553(b), (c) and (e), the Department of the Interior has promulgated rules at 43 CFR part 2, subpart K, and is proposing to amend these rules in a Notice of Proposed Rulemaking published separately in the Federal Register.

79 FR 52033 (September 2, 2014).

Property Management Section, Division of Logistic Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-1731 MIB, Washington, DC 20240.

(1) Individuals designated as Custodial Officers in the Office of the Secretary.

(2) Individuals in independent agencies, councils, and commissions (which are supported, administratively, by the Office of the Secretary) who are charged with the management of property assigned to their agency, council, or commission.

Name and identification code assigned to individual Custodial Officer or property manager. Data describing each piece of property assigned.

40 U.S.C. 483.

The primary purpose of the system is to manage property assigned to offices, agencies, councils and commissions.

Disclosure outside the Department of the Interior may be made:

(1) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body with jurisdiction when (a) the United States, the Department of Interior, a component of the Department or when represented by the Government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(2) The appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing, implementing or administering a statute, rule, regulation, order, license, contract, grant or other agreement, when the disclosing agency becomes aware of information indicating a violation or potential violation of a statute, regulation, rule, order, license, contract, grant or other agreement.

(3) To the General Accounting Office, in response to audits.

(4) To a congressional office in connection with an inquiry an individual covered by the system has made to the congressional office.

(5) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Records are maintained in computer data files.

Records are retrieved by Custodial Officer (or property manager) codes, and by codes describing and identifying property managed.

Records are accessible only by authorized persons and are maintained in accordance with safeguards meeting the Computer Security Act of 1987.

Records are retained and disposed of in accordance with General Records Schedule No. 3, Item No. 10a.

Chief, Property Management Section, Division of Logistic Services, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-1731 MIB, Washington, DC 20240.

Inquiries regarding the existence of records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.

A request for access to records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.

A request for amendment of records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Custodial Officer or property manager.

None.

Data covered by this system are maintained at one of the following locations: U.S. Department of the Interior, Security Services Branch, 1849 C Street, NW., Washington, DC 20240; Bureau of Reclamation, Native American and International Office, 1849 C Street, NW., MS-7069-MIB, 96-43100, Washington, DC 20240; U.S. Geological Survey, International Programs Office, 12201 Sunrise Valley Drive, MS 917, Reston, VA 20192.

(1) Employees of the Department of the Interior who travel on official business.

(2) Employees of independent agencies, councils, and commissions who are provided administrative support by the Department of the Interior who travel on official business.

(3) Individuals who travel on official business on behalf of the Department of the Interior.

Passports and visas, related application materials, and internal electronic tracking or work management files and their paper inputting documents. Application materials, passports, and visas may contain social security number, date and place of birth, full name, physical characteristics, and other personally identifying information. Electronic tracking and work management files may contain such information as full name, date of birth, passport number, bureau of passport holder, date of issuance, expiration date, active or inactive status, and notations about the last office action taken regarding the passport or visa.

22 U.S.C. 211a.

The primary purpose of the system is to initiate, obtain and maintain passports and visas.

Disclosures outside the Department of the Interior may be made:

(1) To other Federal agencies, to transfer passports and visas.

(2) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(3) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the disclosing agency becomes aware of information indicating a violation or potential violation of a statute, rule, regulation, order or license.

(4) To a congressional office in connection with an inquiry an individual covered by the system has made to the congressional office.

(5) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Passports and visas are stored in a locked safe.

Passports and visas are filed and retrieved by the name of the individual to whom they are assigned.

Physical security: Access to records covered by the system will be permitted only to authorized personnel in accordance with requirements found in the Departmental Privacy Act regulations (43 CFR 2.51). Paper records are stored in locked, fire-proof file cabinets or in safes located within locked offices of the Department. Electronic files are locally stored internally in the secure, locked office space as well. Access to the Departmental buildings where these records are maintained is controlled by 24 hour guards and badges, and is limited to authorized personnel.

Technical security: The electronic files are maintained with safeguards meeting the requirements of 43 CFR 2.51 for automated records, which conform to Office of Management and Budget, National Institute of Standards and Technology, and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. The electronic data are protected through user identification, passwords, database permissions, encryption at rest where available, and software controls. An audit trail is maintained and reviewed periodically to identify unauthorized access.

Administrative security: Before personnel are permitted access to these records, they have been screened by background checks, and they work under supervision of the respective system managers who are Directors of their respective Branch or Office. All personnel are required to receive training in Privacy and in Information Technology Security Awareness before beginning employment, and annually thereafter. Additionally, they have signed rules of behavior before accessing Departmental computer systems.

General Records Schedule No. 9, Item No. 4.

The three system managers are as follows:

(1) Chief, Security Services Branch, 1849 C Street, NW., Washington DC 20240;

(2) Director, Bureau of Reclamation, Native American and International Affairs Office, 1849 C Street, NW., MS-7069-MIB, 96-43100, Washington, DC 20240;

(3) Director, International Programs Office, U.S. Geological Survey, 12201 Sunrise Valley Drive, MS-917, Reston, VA 20192.

Inquiries regarding the existence of records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.

A request for access to records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.

A request for amendment of records shall be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Employees of the Department who travel on official business; employees of independent agencies, councils, and commissions who are provided administrative support by the Department who travel on official business; and individuals who travel on official business on behalf of the Department.

None.

Unclassified.

This system is maintained by the Departmental Privacy Office, Office of the Chief Information Officer, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 5545 MIB, Washington, DC 20240; other Department of the Interior Office of the Secretary program offices that maintain or process Privacy Act requests, complaints, or appeals; and Department of the Interior bureaus and offices responsible for managing Privacy Act programs and maintaining records about Privacy Act requests, complaints, or appeals. Visit the Department of the Interior Privacy Program website for a list of the Department’s Privacy contacts: https://www.doi.gov/privacy/contacts.

Individuals or their representatives who have submitted Privacy Act requests for notification of the existence of, access to, and petitions for amendment of records; individuals or their representatives who have filed a Privacy Act complaint; individuals or their representatives who have filed Privacy Act appeals; individuals who are the subject of such requests, complaints, or appeals; officials who may be involved in any Privacy Act request, complaint, or appeal; and DOI personnel assigned to handle such requests, complaints, or appeals.

This system consists of records created or compiled in response to Privacy Act requests, complaints, and appeals; records relating to accounting of disclosures pursuant to the requirements of the Privacy Act; and records relating to general agency implementation of the Privacy Act. These records may include the original requests, complaints, or appeals; responses to such requests, complaints, or appeals; related memoranda, email, correspondence, notes, accounting of disclosure forms, reports, notices, and other related or supported documentation; and copies of requested records, contested records, and records under appeal. These records may contain the following information: names, Social Security numbers, dates of birth, home and work addresses, e-mail addresses, telephone numbers, fax numbers, other contact information, driver license numbers, tribal identification numbers, other tribal enrollment data, unique case identifiers, and any other information that is contained in the record that is requested, contested, or is part of the record under appeal.

5 U.S.C. 552a, The Privacy Act of 1974, as amended.

The primary purpose of the Privacy Act Files system of records is to enable DOI to efficiently manage Privacy Act activities. This system supports the processing of notification, record access and amendment requests, complaints, and administrative appeals under the Privacy Act; supports agency participation in litigation arising from such requests, complaints, and appeals; and assists DOI in carrying out any other responsibilities under the provisions of the Privacy Act.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system. (9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) DOI has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DOI or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media and the public, with the approval of the Public Affairs Officer in consultation with Counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

(13) To a debt collection agency for the purpose of collecting outstanding debts owed to the Department for fees associated with processing Privacy Act requests.

(14) To other Federal, state, and local agencies having a subject matter interest in a request or an appeal or a decision thereon.

(15) To another Federal agency to assist that agency in responding to an inquiry by the individual to whom that record pertains.

(16) To the National Archives and Records Administration, Office of Government Information Services (OGIS), to the extent necessary to fulfill its responsibilities in 5 U.S.C. 552(b), to review administrative agency policies, procedures and compliance with the Freedom of Information Act (FOIA), and to facilitate OGIS’s offering of mediation services to resolve disputes between persons making FOIA requests and administrative agencies, and to the extent such a dispute involves a combined FOIA and Privacy Act request for agency records.

Disclosure To Consumer Reporting Agencies:

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 U.S.C. 3701(a)(3)).

Storage:

Paper records are contained in file folders stored within filing cabinets in secured rooms. Electronic records are contained in computers, compact discs, computer tapes, removable drives, email, diskettes, and electronic databases.

Information can be retrieved by specific data elements including: the name of the requester and case tracking number.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. During normal hours of operation, paper records are maintained in locked filed cabinets under the control of authorized personnel. Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974 (5 U.S.C. 552a); Pub. L. 93-579), the Paperwork Reduction Act of 1995 (Pub. L. 104-13); the Federal Information Security Modernization Act of 2014 (Pub. L. No. 113-283, 44 U.S.C. 3554); and the Federal Information Processing Standards 199, Standards for Security Categorization of Federal Information and Information Systems. Computer servers on which electronic records are stored are located in secured DOI facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Security controls include encryption, firewalls, audit logs, and network system security monitoring.

Electronic data is protected through user identification, passwords, database permissions and software controls. Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior.

Records in this system are maintained under Departmental Records Schedule (DRS) 1 – Administrative Records, which has been approved by NARA (DAA-0048-2013-0001). DRS-1 is a Department-wide records schedule that covers Privacy Act request files, correspondence, reports, and program administration records related to implementation of the Privacy Act. The disposition for these records is temporary. Privacy Act request files, correspondence, and other short-term administration records are destroyed three years after cut-off, which is generally after the date of reply or the end of the fiscal year in which files are created. Long-term records that require additional retention, such as denials, amendment case files, and files regarding erroneous release of personal information not associated with specific individuals, are destroyed seven years after cut-off, which is generally when the record is closed.

Records not covered by DRS-1 are maintained under General Records Schedule (GRS) 4.2, Information Access and Protection Records. GRS 4.2 item 050, Privacy Act Accounting of Disclosure files, are disposed of in accordance with the subject individual records, or five years after the disclosure, whichever is later. GRS 4.2 item 060, erroneous release files associated with specific records, generally follow the original records disposition or are destroyed six years after the erroneous release, whichever is later.

Paper records are disposed of by shredding or pulping, and records contained on electronic media are degaussed or erased in accordance with 384 Departmental Manual 1 and NARA guidelines.

(1) Departmental Privacy Officer, Office of the Chief Information Officer, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 5545 MIB, Washington, DC 20240.

(2) DOI Bureau and Office Privacy Officers. To obtain a current list of the Privacy Officers and their addresses, visit the DOI Privacy Program website at https://www.doi.gov/privacy/contacts.

(3) Privacy Act System Managers. (Consult DOI system of records notices for addresses of Privacy Act System Managers: https://www.doi.gov/privacy/sorn.)

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the applicable System Manager as identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

An individual requesting records on himself or herself should send a signed, written inquiry to the applicable System Manager as identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the applicable System Manager as identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

Information collected in this system is submitted by individuals or their representatives filing Privacy Act requests, complaints, or appeals; system managers or other officials involved in these requests, complaints, or appeals; and DOI personnel processing these requests, complaints, or appeals. Records are also obtained from DOI systems of records from which Privacy Act requests are made. Information or records in this system may be obtained from combined FOIA and Privacy Act requests processed and maintained under the "Electronic FOIA Tracking System and FOIA Case Files – Interior, DOI-71" system of records; and from appeals records maintained under the "Freedom of Information Act Appeals Files – Interior, OS-69" system of records.

No exemptions are claimed for this system. However, to the extent that copies of exempt records from other systems of records are entered into this system, DOI claims the same exemptions for those records that are claimed for the original primary systems of records from which they originated.

(1) Departmental personnel office: Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Bureau personnel offices:

(a) Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.

(b) U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(c) U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(d) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(e) Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(f) National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(g) Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(h) Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

(3) Administrative components of the offices (within the bureaus listed above) in which individuals covered by the system are employed.

(1) Employees of the Department of the Interior.

(2) Employees of independent agencies, councils and commissions (which are supported, administratively, by the Office of the Secretary).

Records involving the administrative or operational relationships between the employee and the office in which the employee works, including, but not limited to, the following types of records: Workload and productivity records for scheduling purposes; travel activity records; employee time and attendance records; budget records; accident and safety records, property accountability records; study and special project records; committee and detail assignments; locator indexes; parking space assignments; mailing lists; and similar records. These records may contain one or more of the following (or similar) data elements: Name and Social Security number of employee, office telephone number, organizational location, occupational series and grade, position title, organizational title assigned for program management purposes, home address and home telephone number (for emergency contact purposes only).

5 U.S.C. 301, 3101, 5105-5115, 5501-5516, 5701-5709; 31 U.S.C. 66a, 240-243; 40 U.S.C. 483(b); 43 U.S.C. 1467; 44 U.S.C. 3101; Executive Order 11807.

The primary purpose of the system is to support the administration and operation of the offices in which individuals covered by the system are employed. Disclosures outside the Department of the Interior may be made:

(1) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body with jurisdiction when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(2) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the disclosing agency becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

(3) To a congressional office in response to an inquiry an individual has made to the congressional office.

(4) To another Federal agency for related program management purposes when the Department determines that the disclosure is compatible with the purpose for which the records were compiled.

(5) To the public in the form of agency directories of office telephone numbers.

(6) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Records are stored in paper format, in file folders in locked cabinets, and in electronic format, on disk or tape.

Records are retrieved by name of employee or control number assigned to employee.

Access to records is limited to authorized personnel. Records are maintained in locked filing cabinets or secure electronic systems.

Records are retained until completion of the assignment or activity to which they pertain, or until separation of covered employees, at which time they are disposed of in accordance with appropriate records schedules.

(1) Departmental office: Director, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Bureau personnel offices:

(a) Director of Administration, Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.

(b) Personnel Officer, U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(c) Personnel Officer, U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(e) Personnel Officer, Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(f) Personnel Officer, National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(g) Personnel Officer, Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(h) Personnel Officer, Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

(3) Administrative officers of the offices (within the bureaus listed above) in which individuals covered by the system are employed. (Contact the appropriate bureau system manager to obtain the address of the office system manager.)

An individual requesting notification of the existence of records on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.60.

An individual requesting access to records maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the requirements of 43 CFR 2.63.

An individual requesting amendment of a record maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.71.

Individuals covered by the system, agency officials, and agency records or documents.

None.

Unclassified.

Records in this system are centrally managed at the Office of Occupational Safety and Health, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 5559 MIB, Washington, DC 20240. This system is physically located at the National Park Service, National Information Services Center, 12795 West Alameda Parkway, Lakewood, CO 80228.

Individuals covered by the system include DOI employees, contractors, vendors, volunteers, and visitors who have accidents, injuries or illnesses on DOI property, or who file claims seeking benefits under FECA by reason of injuries or illnesses sustained while in the performance of official duty.

This system contains records related to accidents, injuries and illnesses that occur on DOI property, to employees during the performance of their official duties, and the accompanying workers’ compensation claim files. Records contain information such as name, Social Security number, date of birth, date of injury, date of death, injury code, gender, home address, personal or work email address, summary of accident, injury, or illness, and other information related to claims processing, reports of accidents or investigations, and remedial actions. Information about workplace accidents, workplace injuries or illness, and workers’ compensation claims include occupation code, Office of Workers’ Compensation Program (OWCP) case number, OWCP adjudication code, OWCP case status codes, OWCP medical costs, OWCP compensation costs, DOI employee salary information, a summary of the accident, injury or illness related to the worker’s compensation claim for analytical purposes, and a descriptive narrative about the cause of the accident, injury or illness, and worker’s compensation claim information.

The Occupational Safety and Health Act of 1970, Section 19, 29 U.S.C. 668; Health Service Program, 5 U.S.C. 7901; 31 U.S.C. 3721; Basic Program Elements for Federal Employee Occupational Safety and Health Programs and Related Matters, 29 CFR 1960; and Executive Order 12196, Occupational Safety and Health Programs for Federal Employees.

The primary purpose of this system is to record and maintain information on accidents, injuries and illnesses incurred by DOI employees, contractors, volunteers and visitors. SMIS maintains information on workplace injuries, workplace illness, and workers’ compensation claims; provides summary data of injury, illness and property loss information for analytical purposes to improve accident prevention policies, procedure, regulations, standards, and operations; provides listings of individual cases to ensure that accidents are reported as appropriate; and assist OWCP in the adjudication of employee worker’s compensation claims.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible for which the records are collected or maintained.

(4) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(5) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(6) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(7) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(8) To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To an expert, consultant, grantee, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

(10) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) DOI has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by DOI or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(11) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(12) To the Department of the Treasury to recover debts owed to the United States.

(13) To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

(14) To the Department of Labor to provide injury or illness data for processing and adjudicating claims under the Federal Employee’s Compensation Act or workers compensation claims.

(15) To another Federal agency to assist that agency in responding to an inquiry by the individual to whom that record pertains.

(16) To a beneficiary in the event of death following an accident or injury or to an agent in the case of an individual’s disability.

(17) To appropriate Federal, State, tribal, or local, governmental agencies or organizations for the purpose of protecting the vital interests of persons, including to assist such agencies or organizations in preventing exposure to or transmission of a communicable or quarantinable disease, to combat other significant public health threats, or identify any public health threat or risk.

Disclosure to consumer reporting agencies:

None.

Storage:

Information is retrieved by name and OWCP case number.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. During normal hours of operation, paper records are maintained in locked file cabinets under the control of authorized personnel. Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974, 5 U.S.C. § 552a; Paperwork Reduction Act of 1995, 44 U.S.C. §§3501-3521; Federal Information Security Modernization Act of 2014, 44 U.S.C. §§3551-3558; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Computer servers on which electronic records are stored are located in secured DOI facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Security controls include encryption, firewalls, audit logs, and network system security monitoring.

Electronic data is protected through user identification, passwords, database permissions and software controls. Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior. A privacy impact assessment was conducted for SMIS to ensure appropriate controls and safeguards are in place to protect the information within the system.

Records in this system are maintained under Departmental Records Schedule (DRS) 1.2A - Short-Term Human Resources, which has been approved by NARA (DAA-0048-2013-0001-0004). DRS-1.2A is a Department-wide records schedule that covers human resources or payroll files, including forms, reports, correspondence, and related medical and investigatory records concerning on-the-job injuries. The disposition for these records is temporary and the records are cut-off on termination of compensation or when the deadline for filing a claim has passed. Records are destroyed three years after cut-off.

Records not covered by DRS-1.2A are maintained under DRS-1.1A, Short-Term Administration Records (DAA-0048-2013-0001-0001), and include investigative case files of fires, explosions, and accidents submitted for review and filing in other agencies or organizational elements, and reports and related papers concerning occurrences of such a minor nature that they are settled locally without referral to other organizational elements. The disposition for these records is temporary and the records are cut-off at the end of the fiscal year in which the records are created. Records are destroyed three years after cut-off.

Records may be maintained under DRS-1.1B, Long-Term Administration Records (DAA-0048-2013-0001-0002), and include records related to motor vehicle accidents maintained by transportation offices that may be reported in SMIS. The disposition for these records is temporary and the records are cut-off at the end of the fiscal year in which files are closed. Records are destroyed seven years after cut-off. SMIS hardcopy data containing personal information must be disposed of in a manner that complies with the Privacy Act of 1974.

Paper records are disposed of by shredding or pulping, and records contained on electronic media are degaussed or erased in accordance with the applicable records retention schedule, DOI 384 Departmental Manual 1 and NARA guidelines.

SMIS Program Manager, Office of Occupational Safety and Health, U.S. Department of the Interior, 1849 C Street NW, Mail Stop 5559, Washington, DC 20240.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

An individual who is requesting records about himself or herself should send a signed, written inquiry to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

Information is provided by an employee, contractor, volunteer, or visitor who have been injured while performing official duties or while on DOI property, supervisors of injured employees, DOI safety managers, family members of an injured party, personnel records from the DOI Federal Personnel Payroll System, and the Department of Labor during the course of processing workers’ compensation claims.

None.

(1) Department Committee Management Officer and Bureau Committee Management Officers.

(2) Headquarters office of all bureaus. (See appendix for addresses.)

Members of advisory committees and candidates for advisory committee membership.

Biographies and records of committee participation.

5 U.S.C. App. I.

The primary use of the records is administration of committee activities within the Department. Disclosures outside the Department of the Interior may be made (1) to OMB in connection with its committee management responsibilities; (2) to other Federal agencies which have joint responsibility for advisory committees or which receive or utilize advice of the committees; (3) to a Federal, State or local agency, private organization or individual as necessary to obtain information in connection with a decision concerning appointment or reappointment of an individual to committee membership; (4) to the U.S. Department of Justice when related to litigation or anticipated litigation; (5) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license.

Storage: Maintained in file folders.

Filed by committee or bureau.

Maintained with safeguards meeting the requirements of 43 CFR 2.51 for manual records.

Department Committee Management Office records are maintained no longer than two years. Bureau records are subject to bureau disposal schedules.

Department Committee Management Officer, U.S. Department of the Interior, Washington, DC 20240.

System Manager. A written and signed request stating that the requester seeks information concerning records pertaining to him is required. See 43 CFR 2.60.

A request for access may be addressed to the System Manager. The request must be in writing and be signed by the requester. The request must meet the content requirements of 43 CFR 2.63.

A petition for amendment shall be addressed to the System Manager and must meet the requirements of 43 CFR 2.71.

Individual members or candidates for membership. Persons recommending or proposing or having knowledge of the qualifications of an individual.

Under the specific exemption authority of 5 U.S.C. 552a(k)(5), the Department of the Interior has adopted a regulation (43 CFR 2.79(c)) which exempts this system from the provisions of 5 U.S.C. 552a (c)(3), (d), (e)(1), (e)(4) (G), (H) and (1) and (f) to the extent that the system consists of investigatory material compiled solely for the purpose of determining suitability, eligibility or qualifications for federal civilian employment. The reasons for adoption of this regulation are set out at 40 FR 50432 (October 29, 1975).

U.S. Department of the Interior, Office of Information Resources Management, MS-5312 MIB,m 1849 C Street NW, Washington, DC 20240.

Individuals who have filed appeals under Department of the Interior Freedom of Information Act (FOIA) appeal procedures.

FOIA appeals, FOIA requests and decisions on requests issued by bureaus and offices, records which track the processing of FOIA appeals, extension-of-time letters and related records, recommendations of the Office of the Solicitor and of other Department officials on appeals; and final decisions on appeals.

5 U.S.C. 552.

The primary purposes of the system are:

(1) To support action on FOIA appeals.

(2) To gather information for management and reporting purposes.

Disclosure outside the Department of the Interior may be made:

(1) To other Federal agencies having a subject matter interest in an appeal of a decision on a request.

(2) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the Government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(3) To appropriate Federal, State, local, or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order, or license, when the disclosing agency becomes aware of information indicating a violation or potential violation of a statute, regulation, rule, order, or license.

(4) To a congressional office in connection with an inquiry an individual covered by the system has made to the congressional office.

Storage:

Appeal records are maintained in manual form in file folders. Appeal tracking information is maintained in computerized form on magnetic media.

Manual records are indexed by appeal number. A cross-reference list permits retrieval of records by appellant's name. Computer records are indexed by name of appellant, appeal number, date and subject of appeal.

Records are maintained with safeguards meeting the requirements of 43 CFR 2.51.

Records are destroyed six years after final determination by agency, or three years after final adjudication by courts, in accordance with General Records Schedule No. 14, Item 12.

Freedom of Information Act Appeals Officer, U.S. Department of the Interior, Office of Information Resources Management, MS-5312 MIB, 1849 C Street NW, Washington, DC 20240.

A request for notification of the existence of records shall be addressed to the System Manager. The request shall be in writing, signed by the requester, and comply with the content requirements of 43 CFR 2.60.

A request for access to records shall be addressed to the System Manager. The request shall be in writing, signed by the requester, and comply with the content requirements of 43 CFR 2.63.

A request for amendment of a record shall be addressed to the System Manager. The request shall be in writing, signed by the requester, and comply with the content requirements of 43 CFR 2.71.

Appellants; bureau, office and Department officials.

None.

Unclassified.

(1) The Electronic FOIA Tracking System (EFTS) database and its servers are maintained by the Office of the Chief Information Officer, U.S. Department of the Interior, 12201 Sunrise Valley Drive, Reston, VA 20192; and (2) FOIA case files in this system (paper or electronic) are located in the offices of Bureau and Office FOIA personnel. (For a partial list of the Department’s FOIA contacts, see the Department’s FOIA web site at https://www.doi.gov/foia/contacts.)

Individuals or their representatives who have submitted FOIA or combined FOIA and Privacy Act (PA) requests for records or information and administrative appeals, or have litigation pending with DOI or another Federal agency; individuals whose requests or records have been referred to the Department by other agencies; individuals who are the subject of such requests, appeals, and litigation; and/or the DOI personnel assigned to handle such requests, appeals, and litigation.

This system consists of records created or compiled in response to FOIA requests, or combined FOIA and PA requests, for records or information, administrative appeals, and related litigation and includes: the original requests and administrative appeals; responses to such requests and appeals; all related memoranda, correspondence, notes, and other related or supported documentation; and in some instances copies of requested records and records under appeal. Records about individuals may include name, mailing address, email address, telephone number, case file number, fee determinations, any information contained in the agency records requested by individuals, and identifying information about individual requestors.

5 U.S.C. 552, The Freedom of Information Act, as amended; and 5 U.S.C. 552a, The Privacy Act of 1974, as amended.

The primary purpose of the EFTS and FOIA case files, which are maintained both electronically and in paper format, is to more efficiently manage the Department’s FOIA program. This system: (1) Enables the Department to administer the program more efficiently while ensuring requests are responded to in a more timely fashion; (2) Supports action on FOIA requests, appeals, and litigation; (3) Ensures documents are released in a more consistent manner; (4) Assists in eliminating the duplication of effort; (5) Gathers information for management and reporting purposes, improving the Department’s reporting capability and providing for more efficient use of manpower; and (6) Improves customer service.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, disclosures outside the Department may be made as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any Department employee acting in his or her individual capacity if the Department or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) The Department or any component of the Department;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any Department employee acting in his or her official capacity;

(D) Any Department employee acting in his or her individual capacity if the Department or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that the Department is likely to be affected by the proceeding; and

(ii) The Department deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of the Department that performs services requiring access to these records on the Department’s behalf to carry out the purposes of the system.

(9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department’s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the OMB during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To a debt collection agency for the purpose of collecting outstanding debts owed to the Department for fees associated with processing FOIA/PA requests.

(13) To the news media and the public, with the approval of the Public Affairs Officer in consultation with Counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

(14) To other Federal, State, and local agencies having a subject matter interest in a request or an appeal or a decision thereon.

(15) To another Federal agency to assist that agency in responding to an inquiry by the individual to whom that record pertains.

(16) To the National Archives and Records Administration, Office of Government Information Services (OGIS), to the extent necessary to fulfill its responsibilities in 5 U.S.C. 552(h), to review administrative agency policies, procedures, and compliance with the FOIA, and to facilitate OGIS’ offering of mediation services to resolve disputes between persons making FOIA requests and administrative agencies.

Disclosure To Consumer Reporting Agencies:

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 U.S.C. 3701(a)(3)).

Storage:

Paper records are contained in file cabinets and/or in secured rooms under the control of authorized DOI personnel. Electronic records are contained in computers, compact discs, magnetic tapes, external removable drives, email, diskettes, digital video disks, and electronic databases.

Information can be retrieved by specific data elements in the system including: the EFTS tracking number; the name of the requester and/or his/her organizational affiliation; subject; etc. Paper records are normally retrieved by EFTS tracking number or by the name of the person making the request.

Access to records in the system is limited to authorized personnel whose official duties require such access. Paper records are maintained in file cabinets and/or in secured rooms under the control of authorized DOI personnel. Computer servers in which electronic records are stored are located in secured DOI facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Electronic records are maintained in accordance with the OMB and Departmental guidelines reflecting the implementation of the Federal Information Security Modernization Act of 2014 (Pub. L. No. 113-283, 44 U.S.C. 3554). Electronic data is protected through user identification, passwords, database permissions and software controls. Such security measures establish different access levels for different types of users. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior.

Records are maintained under Departmental Records Schedule (DRS) 1 – Administrative Records (DAA-0048-2013-0001) that cover FOIA and Privacy Act request files, correspondence, reports, and other program administration and financial management records, which has been approved by NARA. The disposition for these records is temporary and retention periods vary according to the specific record and the needs of the agency. FOIA request files and other short-term administration records are destroyed three years after cut-off, which is generally after the date of reply or the end of the fiscal year in which files are created. Long-term records that require additional retention, such as denials, are destroyed seven years after cut-off, which is generally when the record is closed. Paper records are disposed of by shredding or pulping, and records maintained on electronic media are degaussed or erased in accordance with 384 Departmental Manual 1 and NARA guidelines.

(1) The Departmental FOIA Officer, Office of the Executive Secretariat, U.S. Department of the Interior, 1849 C Street, NW, MS–7328 MIB, Washington, DC 20240, has overall responsibility for the policies and procedures used to operate the system.

(2) DOI Bureau and Office FOIA Officers and Coordinators in headquarters and in field offices have responsibility for the data inputted into and maintained on the EFTS for their respective organizations along with any FOIA case files. To obtain a current list of the FOIA Officers and Coordinators and their addresses, see https://www.doi.gov/foia/contacts.

An individual requesting notification of the existence of records on himself or herself in this system of records should send a signed, written inquiry to the FOIA Officer or Coordinator of the Bureau or Office that maintains the FOIA records, as identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

An individual requesting records on himself or herself should send a signed, written inquiry to the FOIA Officer or Coordinator of the Bureau or Office that maintains the FOIA records, as identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the FOIA Officer or Coordinator of the Bureau or Office that maintains the FOIA records, as identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

Information gathered in this system is submitted by individuals, agencies, or corporate entities filing FOIA requests and agency employees processing these requests. Information is also taken from the following Privacy Act systems of records: Freedom of Information Act Appeal Files—Interior, OS–69, and Privacy Act Files—Interior, DOI–57.

To the extent that copies of exempt records from other systems of records are entered into this system, the Department of the Interior claims the same exemptions for those records that are claimed for the original primary systems of records from which they originated.

(1) Employee and Labor Relations Group, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue, NW, Washington, DC 20245.

(3) U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(4) U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(5) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(6) Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(7) National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(8) Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(9) Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

Current and former Departmental employees and dependents receiving compensation payments through the Federal Employees' Compensation Act (FECA) which are being charged back to the Department of the Interior.

Name and Social Security account number of individual being compensated, date of injury and/or death, last payment date, type of payment (whether medical bills or compensation), occupation code at time of injury, grand total of amount paid. Records appear on lists which result from a computer match of the Department of the Interior's "Safety Management Information System," DOI-60, files with the Department of Labor, Office of Workers' Compensation Program's "Federal Employees Compensation Act Chargeback File," DOL/ESA-15, files.

5 U.S.C. 301, 5 U.S.C. 8147, 31 U.S.C. 66a, and E.O. 11807.

The primary purpose of the system is to determine the validity of Federal Employees Compensation Act chargebacks to the Department of the Interior.

Note: Records are generated in a computer matching process. When no match occurs, records are furnished to bureaus to determine why no match occurred. Resolution of the investigation of why no match occurred may include a request to the Department of Labor, Office of Workers' Compensation Programs, that future charges be referred to another agency or that the Department of Labor discontinue payments and possibly initiate civil or criminal prosecution proceedings against the claimant.

Disclosures outside the Department of the Interior may be made:

(1) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body with jurisdiction when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(2) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the disclosing agency becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

(3) To a congressional office in response to an inquiry an individual has made to the congressional office.

(4) To another Federal, State or local agency for the purpose of obtaining information regarding payments being made to claimants.

(5) To the Department of Labor, as necessary, to transmit information on results of investigations.

(6) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Quarterly, computer-generated, lists are stored in file folders.

Records are retrieved by name of individual and bureau of employment.

Access to records is limited to authorized personnel. Records are maintained in locked metal filing cabinets.

Records are destroyed 5 years after close of investigations.

(1) Team Leader, Employee and Labor Relations Group, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Personnel Officer, Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue, NW, Washington, DC 20245.

(3) Personnel Officer, U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(4) Personnel Officer, U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(5) Labor Relations Officer, Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(6) Personnel Officer, Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(7) Personnel Officer, National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(8) Personnel Officer, Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(9) Personnel Officer, Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

An individual requesting notification of the existence of records on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, include the current and all former names by which the individual has been known, and comply with the content requirements of 43 CFR 2.60.

An individual requesting access to records maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requester, include the current and all former names by which the individual has been known, along with the Social Security account number of the individual, and comply with the requirements of 43 CFR 2.63.

An individual requesting amendment of a record maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, include the current and all former names by which the individual has been known, along with the Social Security account number of the individual, and comply with the content requirements of 43 CFR 2.71.

Records in this system are generated whenever a case listed in the Department of Labor, Office of Workers' Compensation Program's "Federal Employees" Compensation Act Chargeback File," DOL/ESA-15, files does not match a case in the Department of the Interior's "Safety Management Information System, " DOI-60, files.

(1) Departmental office: Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Bureau personnel offices:

(a) Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.

(b) U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(c) U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(d) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(e) Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(f) National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(g) Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(h) Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

(3) Administrative components of the offices (within the bureaus listed above) in which the grievances were filed.

Departmental employees filing grievances in accordance with 370 DM 771.

All documents related to internal grievances filed with any part of the Department, including, but not limited to: Statements of witnesses, reports of interviews and hearings, examiners' findings and recommendations, correspondence and exhibits, and (a copy of) the original and final decisions on the grievances filed.

5 U.S.C. 1302, 3301, 3302; E.O. 10577; 3 CFR 1958 Comp. p. 218.

The primary purpose of the system is to adjudicate internal grievances.

Disclosures outside the Department of the Interior may be made:

(1) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the disclosing agency becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

(2) To any individual (in the course of processing a grievance) from whom the agency is seeking information relevant to the adjudication of the grievance, to the extent necessary to inform the individual of the purpose of the request for information and to identify the type of information requested.

(3) To a Federal agency which has requested information relevant or necessary to the hiring or retention of an employee, the conducting of a security clearance or suitability investigation, the classifying of a job, the letting of a contract, or the issuing of a license, grant or other benefit, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.

(4) To a congressional office in response to an inquiry an individual has made to the congressional office.

(5) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body with jurisdiction when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(6) To the National Archives and Records Adminstration for records management inspections conducted under authority of 44 U.S.C. 2904 and 2908.

(7) To any individual in the form of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained, or for related work force studies. (Note: While published statistics and studies do not contain individual identifiers, in some instances the selection of elements of data included in the study may be structured in such a way as to make the data individuality identifiable by inference.)

(8) To the Office of Personnel Management, the Merit Systems Protection Board (and its Office of the Special Counsel), the Federal Labor Relations Authority (and its General Counsel), or the Equal Employment Opportunity Commission when requested in performance of their authorized functions.

(9) To officials of labor organizations recognized under the Civil Service Reform Act when relevant and necessary to allow them to perform their duties of exclusive representation concerning personnel policies, practices, and matters affecting work conditions.

(10) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Records are maintained in file folders.

Records are retrieved by the names of individuals filing internal grievances.

Access to records is limited to authorized personnel. Record are maintained in locked metal filing cabinets.

Records compiled under 370 DM 771 are destroyed 3 years after the date of final closing of the case. Records compiled under a negotiated procedure are disposed of in accordance with approved records schedules.

(1) Departmental office: Director, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Bureau personnel offices:

(a) Director of Administration, Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.

(b) Personnel Officer, U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(c) Personnel Officer, U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(e) Personnel Officer, Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(f) Personnel Officer, National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(g) Personnel Officer, Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(h) Personnel Officer, Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

(3) Administrative officers of the offices (within the bureaus listed above) in which the grievances were filed. (Contact the appropriate bureau system manager to obtain the address of the office system manager.)

Individuals filing grievances with the Department are given a copy of their records as a part of the official grievance process. If, however, at any later time an individual also wishes to request notification of the existence of records on him or her, he or she should address his or her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and contain the following information: name and birth date of requestor, approximate date of closing of the case, type of action taken, and agency component involved. (See 43 CFR 2.60.)

Individuals filing grievances with the Department are given a copy of their records as a part of the official grievance process. If, however, at any later time an individual also wishes to request a copy of records maintained on him or her, he or she should address his or her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and contain the following information: name and birth date of requestor, approximate date of closing of the case, type of action taken, and agency component involved. (See 43 CFR 2.63.)

If an individual who has filed a grievance with the Department wishes to request amendment of his/her records, to correct factual errors, he or she should address his or her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and contain the following information: name and birth date of requestor, approximate date of closing of the case, type of action taken, and agency component involved. (See 43 CFR 2.71.)

Note: Review of requests from individuals seeking amendment of their records which have been the subject of a judicial or quasi-judicial action will be limited in scope. Review of these requests will be restricted to determining if the record accurately documents the action of the agency ruling on the case and will not include a review of the merits of the action, determination, or finding.

Individuals filing grievances, witnesses providing testimony, organizations or persons providing information via correspondence, agency officials, and grievance examiners and/or arbitrators.

None.

(1) Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Bureau personnel offices:

(a) Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.

(b) U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(c) U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(d) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(e) Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(f) National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(g) Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(h) Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

(3) For Contracting Officers' Warrant System records:

(a) Office of Acquisition and Property Management, U.S. Department of the Interior, 1849 C Street NW, MS-5512 MIB, Washington, DC 20240.

(b) Each bureau's central contracting office. (For a list of these, contact the Office of Acquisition and Property Management or consult the Department of the Interior's Internet site at http://www.doi.gov/pam/acqsites.html.)

Current employees of the Department of the Interior.

Name of employee; date of birth; Social Security number; office address and phone number; service computation date; physical limitations or interests which might affect type of location of assignment; career interests; education history; work or skills experience; availability for geographic relocation; outside activities including membership in professional organizations; listing of special qualifications; licenses and certificates held; listing of honors and awards; career goals and objectives; training completed; annual supervisory evaluation.

5 U.S.C. 1302, 2951, 4118, 4308, 4506, 3101; 43 U.S.C. 1457; Reorganization Plan 3 of 1950; E.O. 10561, E.O. 12352.

The primary uses of the records are:

(a) By bureau officials for purposes of review in connection with transfers, promotions, reassignments, adverse actions, disciplinary actions, and determination of qualifications of an individual.

(b) By bureau officials for setting out career goals and objectives for an employee and for documenting attainment of these targets.

(c) By bureau and Departmental officials in monitoring qualifications for maintaining a Contracting Officer's Warrant.

Disclosures outside the Department of the Interior may be made:

(1) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body with jurisdiction when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(2) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the disclosing agency becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

(3) To a congressional office in response to an inquiry an individual has made to the congressional office.

(4) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Paper records are stored in file folders, in file cabinets. Electronic records are stored on disk, tape or other appropriate media.

Records are retrieved by name of individual.

Access to records is limited to authorized personnel. Paper records are maintained in locked file cabinets. Electronic records are maintained with safeguards meeting minimum security requirements of 43 CFR 2.51.

Records are maintained only on current employees. Records are destroyed upon departure of employees.

(1) Team Leader, Executive Resources and Career Management Group, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Bureau personnel officers:

(a) Director of Administration, Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.

(b) Personnel Officer, U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(c) Personnel Officer, U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(d) Labor Relations Officer, Bureau of Reclamation, P.O. Box 25001, Denver, CO 80225.

(e) Personnel Officer, Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(f) Personnel Officer, National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(g) Personnel Officer, Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(h) Personnel Officer, Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

(3) For Contracting Officers' Warrant System records: Director, Office of Acquisition and Property Management, U.S. Department of the Interior, 1849 C Street NW, MS-5512 MIB, Washington, DC 20240.

An individual requesting notification of the existence of records on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.60.

An individual requesting access to records maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the requirements of 43 CFR 2.63.

An individual requesting amendment of a record maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.71.

Departmental employees and agency officials.

None.

(1) Employee and Labor Relations Group, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue, NW, Washington, DC 20245.

(3) U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(4) U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(5) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(6) Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(7) National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(8) Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(9) Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

Departmental employees filing unfair labor practice charges/complaints.

Formal charges and complaints; name, address, and other personal information about individuals filing charges and complaints; transcripts of hearings (if held); and relevant information about other individuals in complainants' work units.

5 U.S.C. 7106.

The primary purpose of the system is to adjudicate charges and complaints of unfair labor practices.

Disclosures outside the Department of the Interior may be made :

(1) To the Federal Labor Relations Authority for settlement of the complaint or appeal.

(2) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body with jurisdiction when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(3) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the disclosing agency becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

(4) To a congressional office in response to an inquiry an individual has made to the congressional office.

(5) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Records are stored in both manual and electronic format.

Records are retrieved by name of individual filing charge or complaint and Docket or Case Number.

Access to records is limited to authorized personnel. Manual records are stored in locked metal file cabinets or in metal file cabinets in secured premises. Electronic records are maintained with access controls meeting the requirements of 43 CFR 2.51.

Records are retained and disposed of in accordance with General Records Schedule No. 6, Item 29.

(1) Team Leader, Employee and Labor Relations Group, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Personnel Officer, Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue, NW, Washington, DC 20245.

(3) Personnel Officer, U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(4) Personnel Officer, U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(5) Labor Relations Officer, Bureau of Reclamation, P.O. Box 25001, Denver, CO 80225.

(6) Personnel Officer, Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(7) Personnel Officer, National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(8) Personnel Officer, Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(9) Personnel Officer, Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245. .

An individual requesting notification of the existence of records on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.60.

An individual requesting access to records maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the requirements of 43 CFR 2.63.

An individual requesting amendment of a record maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.71.

Individuals filing charges and complaints, colleagues and supervisors of complainants, and management officials.

None.

(1) Employee and Labor Relations Group, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW., MS-5221 MIB, Washington, DC 20240.

(2) Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW., Washington, DC 20245.

(3) U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(4) U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW., Washington, DC 20240.

(5) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(6) Bureau of Land Management, Division of Personnel (530), 1849 C Street NW., Washington, DC 20240.

(7) National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW., Washington, DC 20240.

(8) Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(9) Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW., Washington, DC 20245.

Departmental employees filing grievances/complaints.

Formal grievances and complaints; name, address, and other personal information about individuals filing grievances and complaints; transcripts of hearings (if held); and relevant information about other individuals in complainants' work units.

5 U.S.C. 7100.

The primary purpose of the system is to adjudicate grievances and complaints.

Disclosures outside the Department of the Interior may be made:

(1) To the Federal Labor Relations Authority.

(2) To the U.S. Department of Justice or in a proceeding before a court or adjudicative body with jurisdiction when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled.

(3) To appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation of or for enforcing or implementing a statute, rule, regulation, order or license, when the disclosing agency becomes aware of a violation or potential violation of a statute, rule, regulation, order or license.

(4) To a congressional office in response to an inquiry an individual has made to the congressional office.

(5) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Records are stored in both manual and electronic format.

Records are retrieved by name of individual filing grievance or complaint and Docket or Case Number.

Access to records is limited to authorized personnel. Manual records are stored in locked metal file cabinets or in metal file cabinets in secured premises. Electronic records are maintained with access controls meeting the requirements of 43 CFR 2.51

Records are retained and disposed of in accordance with General Records Schedule No. 1, Item 30.

(1) Team Leader, Employee and Labor Relations Group, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW., MS-5221 MIB, Washington, DC 20240.

(2) Director of Administration, Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW., Washington, DC 20245.

(3) Personnel Officer, U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(4) Personnel Officer, U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW., Washington, DC 20240.

(5) Labor Relations Officer, Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(6) Personnel Officer, Bureau of Land Management, Division of Personnel (530), 1849 C Street NW., Washington, DC 20240.

(7) Personnel Officer, National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW., Washington, DC 20240.

(8) Personnel Officer, Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(9) Personnel Officer, Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW., Washington, DC 20245.

An individual requesting notification of the existence of records on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.60.

An individual requesting access to records maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.63.

An individual requesting amendment of a record maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.71.

Individuals filing grievances and complaints, colleagues and supervisors of complainants, and management officials.

None.

(1) Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Department of the Interior University, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-7129 MIB, Washington, DC 20240.

(3) Bureau personnel offices:

(a) Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.

(b) U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(c) U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(d) Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(e) Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(f) National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(g) Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(h) Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

Departmental employees who apply for, participate in, and/or graduate from Departmentwide executive development programs such as the Senior Executive Service Candidate Development Program and the Team Leadership Program.

Application and nomination documents, reports of training assignments, evaluation statements, and lists of graduates. Application and nomination documents contain personal information that may include the following (or similar) data elements: Name, date of birth, Social Security number, home address and telephone number, physical limitations or interests which might affect type of location of assignment, career interests, education history, work or skills experience, outside activities (including membership in professional organizations), listing of special qualifications, licenses and certificates held, listing of honors and awards, career goals and objectives, and annual supervisory evaluations.

5 U.S.C. 3301; Pub. L. 91-616, Pub. L. 92-255, Pub. L. 93-282, Pub. L. 79-258 (5 U.S.C. 7901); OMB Circular A-72.

The primary uses of the records are:

(a) By personnel staffing specialists, evaluation panel members, and selecting officials to determine selections for the programs.

(b) By employee development specialists for purposes of review in connection with training and employee development activities, transfers, promotions, reassignments, adverse actions, disciplinary actions, and determination of qualifications, of an individual.

(c) By bureau and Departmental officials for setting out developmental goals and objectives of the employee and for documenting attainment of these goals. Disclosures outside the Department of the Interior may be made:

(1) To the Office of Personnel Management for the purpose of obtaining Qualifications Review Board certification of the executive qualifications of Senior Executive Service Candidate Development Program participants.

(2) Educational institutions providing training and development opportunities.

(3) To the U.S. Department of Justice, or to a court, adjudicative or other administrative body, or to a party in litigation before a court or adjudicative or administrative body, when: (a) One of the following is a party to the proceeding or has an interest in the proceeding: (1) The Department or any component of the Department; (2) Any Department employee acting in his or her official capacity; (3) Any departmental employee acting in his or her individual capacity where the Department or the Department of Justice has agreed to represent the employee; or (4) The United States, when the Department determines that the Department is likely to be affected by the proceeding; and (b) The Department deems the disclosure to be: (1) Relevant and necessary to the proceeding; and (2) Compatible with the purpose for which the Department compiled the information.

(4) To appropriate Federal, State, tribal, local or foreign agency that is responsible for investigating, prosecuting, enforcing or implementing a statute, rule, regulation order or license, when we become aware of an indication of a violation or potential violation of the statute, rule regulation, order or license.

(5) To a congressional office in response to an inquiry to that office by the individual to whom the record pertains.

(6) To a Federal, State, or local agency which has requested information relevant or necessary to the hiring or retention of an employee, or the issuing of a security clearance, license, grant or other benefit, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter.

(7) To a Federal, State, or local agency where necessary to obtain information relevant to the hiring or retention of an employee, or the issuing of a security clearance, license, grant or other benefit.

(8) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Paper records are stored in file folders, in file cabinets. Electronic records are stored on disk, tape or other appropriate media.

Records are retrieved by name of individual.

Access to records is limited to authorized personnel. Paper records are maintained in locked file cabinets. Electronic records are maintained with safeguards meeting minimum security requirements of 43 CFR 2.51.

Records on applicants are retained for two years after close of selection process. Records on current participants and graduates are retained in accordance with established retention and disposal schedules.

(1) Team Leader, Executive Resources and Career Management Group, Office of Personnel Policy, U.S. Department of the Interior, 1849 C Street NW, MS-5221 MIB, Washington, DC 20240.

(2) Vice President, Department of the Interior University, National Business Center, U.S. Department of the Interior, 1849 C Street NW, MS-7129 MIB, Washington, DC 20240.

(3) Bureau personnel officers:

(a) Director of Administration, Bureau of Indian Affairs, Division of Personnel Management, 1951 Constitution Avenue NW, Washington, DC 20245.

(b) Personnel Officer, U.S. Geological Survey, National Center, 12201 Sunrise Valley Drive, Reston, VA 22092.

(c) Personnel Officer, U.S. Fish and Wildlife Service, Division of Personnel Management and Organization, 1849 C Street NW, Washington, DC 20240.

(d) Labor Relations Officer, Bureau of Reclamation, PO Box 25001, Denver, CO 80225.

(e) Personnel Officer, Bureau of Land Management, Division of Personnel (530), 1849 C Street NW, Washington, DC 20240.

(f) Personnel Officer, National Park Service, Division of Personnel, Branch of Labor Management Relations, 1849 C Street NW, Washington, DC 20240.

(g) Personnel Officer, Minerals Management Service, Personnel Division, 1110 Herndon Parkway, Herndon, VA 22070.

(h) Personnel Officer, Office of Surface Mining, Division of Personnel, 1951 Constitution Avenue NW, Washington, DC 20245.

An individual requesting notification of the existence of records on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.60.

An individual requesting access to records maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the requirements of 43 CFR 2.63.

An individual requesting amendment of a record maintained on him or her should address his/her request to the appropriate System Manager. The request must be in writing, signed by the requestor, and comply with the content requirements of 43 CFR 2.71.

Departmental applicants and agency officials.

None.

(1) FPPS Program Management Division, National Business Center, U.S. Department of the Interior, 7301 West Mansfield Avenue, MS D-2400, Denver, CO 80235-2230.

(2) All Departmental offices and locations which prepare and provide input documents and information for data processing and administrative actions.

(1) All employees of the Department of the Interior.

(2) Employees of independent agencies, councils, and commissions (which are supported, administratively, by the Office of the Secretary.)

Employee name, Social Security number, and organizational code; pay rate and grade, retirement, and location data; length of service; pay, leave, time and attendance, allowances, and cost distribution records; deductions for Medicare or FICA, savings bonds, FEGLI, union dues, taxes, allotments, quarters, charities, health benefits, Thrift Savings Fund contributions, awards, shift schedules, pay differentials, IRS tax lien data, commercial garnishments, child support and/or alimony wage assignments; and related payroll and personnel data. Also included is information on debts owed to the government as a result of overpayment, refunds owed, or a debt referred for collection on a transferred employee. The payroll, attendance, retirement, and leave records described in this notice form a part of the information contained in the Department's integrated Federal Personnel Payroll System (FPPS). Personnel records contained in the system are covered under the government wide system of records notice published by the Office of Personnel Management (OPM/GOVT-1) and the Departmentwide system of records notice, "Interior Personnel Records," DOI-79.

5 U.S.C. 5101, et seq; 31 U.S.C. 3512.

The primary uses of the records are for fiscal operations for payroll, attendance, leave, insurance, tax, retirement, budget, and cost accounting programs; and to prepare related reports to other Federal agencies including the Department of the Treasury and the Office of Personnel Management. Disclosures outside the Department of the Interior may be made:

(1) To the Department of the Treasury for preparation of payroll (and other) checks and electronic funds transfers to Federal, State, and local government agencies, non-governmental organizations, and individuals.

(2) To the Internal Revenue Service and to State, local, tribal and territorial governments for tax purposes.

(3) To the Office of Personnel Management in connection with programs administered by that office.

(4) To another Federal agency to which an employee has transferred.

(5) To the Department of Justice, or to a court, adjudicative or other administrative body, or to a party in litigation before a court or adjudicative or administrative body, when: (a) One of the following is a party to the proceeding or has an interest in the proceeding: (1) The Department or any component of the Department; (2) Any Departmental employee acting in his or her official capacity; (3) Any Departmental employee acting in his or her individual capacity where the Department or the Department of Justice has agreed to represent the employee; or (4) The United States, when the Department determines that the Department is likely to be affected by the proceeding; and (b) The Department deems the disclosure to be: (1) Relevant and necessary to the proceeding; and (2) Compatible with the purpose for which it compiled the information.

(6) To the appropriate Federal, State, tribal, local or foreign governmental agency that is responsible for investigating, prosecuting, enforcing or implementing a statute, rule, regulation order or license, when the Department becomes aware of an indication of a violation or potential violation of the statute, rule, regulation, order or license.

(7) To a congressional office in response to an inquiry to that office by the individual to whom the record pertains.

(8) To a Federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of a security clearance, license, contract, grant or other benefit.

(9) To Federal, State or local agencies where necessary to enable the Department of the Interior to obtain information relevant to the hiring or retention of an employee, or the issuance of a security clearance, contract, license, grant or other benefit.

(10) To appropriate Federal and State agencies to provide required reports including data on unemployment insurance.

(11) To the Social Security administration to report FICA deductions.

(12) To labor unions to report union dues deductions.

(13) To insurance carriers to report withholdings for health insurance.

(14) To charitable institutions to report contributions.

(15) To a Federal agency for the purpose of collecting a debt owed the Federal government through administrative or salary offset.

(16) To other Federal agencies conducting computer matching programs to help eliminate fraud and abuse and to detect unauthorized overpayments made to individuals.

(17) To provide addresses obtained from the Internal Revenue Service to debt collection agencies for purposes of locating a debtor to collect or compromise a Federal claim against the debtor.

(18) With respect to Bureau of Indian Affairs employee records, to a Federal, State, local agency, or Indian tribal group or any establishment or individual that assumes jurisdiction, either by contract or legal transfer, of any program under the control of the Bureau of Indian Affairs.

(19) With respect to Bureau of Reclamation employee records, to non-Federal auditors under contract with the Department of the Interior or Energy or water user and other organizations with which the Bureau of Reclamation has written agreements permitting access to financial records to perform financial audits.

(20) To the Federal Retirement Thrift Investment Board with respect to Thrift Savings Fund contributions.

(21) To disclose debtor information to the Internal Revenue Service, or to another Federal agency or its contractor solely to aggregate information for the Internal Revenue Service, to collect debts owed to the Federal government through the offset of tax refunds.

(22) To disclose the names, social security numbers, home addresses, dates of birth, dates of hire, quarterly earnings, employer identifying information, and State of hire of employees to the Office of Child Support Enforcement, Administration for Children and Families, Department of Health and Human Services for the purposes of locating individuals to establish paternity, establishing and modifying orders of child support, identifying sources of income, and for other child support enforcement actions as required by the Personal Responsibility and Work Opportunity Reconciliation Act (Welfare Reform Law, Pub. L. 104-193 ).

(23) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Disclosure to consumer reporting agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made from this system to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are maintained in manual, microfilm, microfiche, electronic, imaged and computer printout form. Current records are stored on magnetic media at the central computer processing center; historic records are stored on magnetic media at the central computer center. Original input documents are stored in standard office filing equipment and/or as imaged documents on magnetic media at all locations which prepare and provide input documents and information for data processing.

Records are retrieved by name, Social Security number, and organizational code.

Access to all records in the system is limited to authorized personnel whose official duties require such access. Office officials generally have access only to records pertaining to employees of their offices. Paper or micro format records are maintained in locked metal file cabinets in secured rooms. Electronic records are maintained with safeguards meeting the security requirements of 43 CFR 2.51.

The records contained in this system of records have varying retention periods as described in General Records Schedule 2, (which you can find at http://www.nara.gov), issued by the Archivist of the United States, and are disposed of in accordance with the National Archives and Records Administration Regulations, 36 CFR part 1228 et seq.

The following system manager is responsible for the payroll records contained in the Department's integrated Federal Personnel Payroll System (FPPS). Personnel records contained in the system fall under the jurisdiction of the Office of Personnel Management as prescribed in 5 CFR part 253 and 5 CFR part 297: Chief, FPPS Management Division, National Business Center, U.S. Department of the Interior, 7301 West Mansfield Avenue, Denver, CO 80235-2230.

Inquiries regarding the existence of records should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.

A request for access may be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Individuals on whom the records are maintained, official personnel records of individuals on whom the records are maintained, supervisors, timekeepers, previous employers, and the Internal Revenue Service.

None.

Financial and Procurement Systems Division, Budget and Finance, National Business Center, MS D-2790, 7301 West Mansfield Avenue, Denver, CO 80235-2230.

Individuals owing money to the Department of the Interior's (DOI) bureaus and offices, including employees of the Department, former employees of the Department, business firms, institutions, and private citizens.

Note: Most of the records in this system that pertain to individuals contain information about "sole proprietorships." However, some of the records which pertain to individuals also contain personal information. Only those records containing personal information are subject to the Privacy Act. The manual and automated filing systems in which these records are maintained also contain records concerning corporations and other business entities or organizations. These records, which do not pertain to individuals, are not subject to the Privacy Act.

Name, address, Taxpayer Identification Number, Social Security Number, telephone number, vendor code or number, amount of money owed, basis for inclusion in system (including itemization of goods and services received or provided, and/or overpayments or under payments made by them or provided to them.)

5 U.S.C. 5514; 31 U.S.C. 3701 and 3702; 31 U.S.C. 3711 et seq.; and 26 U.S.C. 6402.

The primary purpose of the system is to bill debtors for amounts owed to DOI and to follow-up on unpaid debts.

Note: Records in this system are subject to use in approved computer matching programs authorized under the Privacy Act of 1974, as amended, for debt collection purposes.

Other disclosures outside the Department of the Interior may be made:

(1) To disclose debtor information to the Internal Revenue Service, or to another Federal agency or its contractor solely to aggregate information for the Internal Revenue Service to collect debts owed to the Federal government through the offset of tax refunds.

(2) To consumer reporting agencies to facilitate collection of debts owed the Government.

(3) To other Federal agencies for the purpose of collecting debts owed to the Federal government.

(4) To any other Federal, state or local agency for the purpose of conducting an authorized computer matching program to identify and locate delinquent debtors for the recoupment of debts owed to the Department of the Interior.

(5)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(6) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(7) To any criminal, civil, or regulatory law enforcement authority (whether federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(8) To an official of another federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(9) To federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(10) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(11) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(12) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(13) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(14) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(15) To the Department of the Treasury to recover debts owed to the United States.

(16) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are maintained in manual, microfilm, microfiche, electronic, imaged and computer printout form. Electronic records are stored on magnetic media at the central computer processing center. Original input documents are stored in standard office filing equipment and/or as imaged documents on magnetic media at all locations which prepare and provide input documents and information for data processing.

Records are retrieved by name, Social Security Number/Employee Identification Number/Taxpayer Identification Number (individuals), vendor code or number, and appropriation or fund to be credited.

FBMS is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records is limited to authorized personnel whose official duties require such access; agency officials have access only to records pertaining to their agencies.

(1) Physical Security: Paper or micro format records are maintained in locked file cabinets and/or in secured rooms.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data is protected through user identification, passwords, database permissions and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify unauthorized access. A Privacy Impact Assessment was completed for the FBMS and is updated at least annually to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met.

(3) Administrative Security: All DOI and contractor employees with access to FBMS are required to complete Privacy Act, Federal Records Act and Security Awareness training prior to being given access to the system, and on an annual basis, thereafter.

While records are generally retained and disposed of in accordance with General Records Schedule No. 6, Item No. 1, a new records schedule for the FBMS is in process in the Office of the Secretary.

(1) The following co-system owners have overall responsibility for the Financial and Business Management System:

(a) Director, Office of Acquisition and Property Management, U.S. Department of the Interior, Office of the Secretary, 1849 C Street, NW, MS-2607 MIB, Washington, DC 20240; and

(b) Director, Office of Financial Management, U.S. Department of the Interior, Office of the Secretary, 1849 C Street, NW., MS-2557, Washington, DC 20240.

(2) The following system manager has responsibility for the management and operation of the computing center on which the Financial and Business Management System is being implemented: Chief, Financial and Procurement Systems Division, Budget and Finance, National Business Center, MS D-2790. 7301 West Mansfield Avenue, Denver, CO 80235-2230.

(3) The following Department of the Interior bureau/office system managers have responsibility for the data input into and maintained on the Financial and Business Management System by or for their respective bureaus/offices:

(a) Chief, Division of Financial Management, Office of Surface Mining Reclamation and Enforcement, P. O. Box 25065, Denver Federal Center, Building 25, Room 1501, Denver, CO 80225-0065.

(b) Chief, Finance Division, Minerals Management Service, Mail Stop 2310, 381 Elden Street, Herndon, VA 20170-4817.

(c) Chief, Division of Financial Management, U. S. Fish and Wildlife Service, Mail Stop 7029-43, 4401 North Fairfax Drive, Arlington, VA 22203.

(d) Chief, Office of Financial Management, Indian Affairs, Ely S. Parker Building, 2051 Mercator Drive, Reston, VA 20191.

(e) Finance Officer, Bureau of Land Management, Building 50, Denver Federal Center, P.O. Box 25047, Denver, CO 80225.

(f) Manager, Finance and Accounting Division, Bureau of Reclamation, P.O. Box 25007, DFC Attn: 84-27700, Denver, CO 80225-0007.

(g) Finance Officer, Office of Financial Management, Office of the Secretary, 1849 C Street, NW., MS-2557 MIB, Washington, DC 20240.

(h) Manager, Accounting Operations Center, National Park Service, 13461 Sunrise Valley Drive, 2nd Floor, Herndon, VA 20171.

(i) U.S. Geological Survey, Office of Accounting and Financial Management, Mail Stop 270, 12201 Sunrise Valley Drive, Reston, VA 20192.

(j) Chief, Accounting Operations Division, National Business Center, 7301 West Mansfield Avenue, Mail Stop D-2770, Denver, CO 80235-2230.

An individual requesting notification of the existence of records on himself or herself should address his/her request to the appropriate bureau/office System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.

An individual requesting access to records maintained on himself or herself should address his/her request to the appropriate bureau/office System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.

An individual requesting amendment of a record maintained on himself or herself should address his/her request to the appropriate bureau/office System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Individuals owing money to the Department of the Interior bureaus and offices and standard finance and accounting documents.

None.

(1) Financial and Procurement Systems Division, Budget and Finance, National Business Center, MS D-2790, 7301 West Mansfield Avenue, Denver, CO 80235-2230.

(2) Commercial credit card contractor(s) maintaining information on employee usage of the integrated charge card's purchase and fleet business lines.

(1) Employees of the Department of the Interior's bureaus/offices who use the Government charge card for the purchase and fleet business lines.

(2) Individual and corporate vendors, consultants, contractors, etc. from whom goods and services are acquired.

Note: This system contains records relating to corporations and other business entities. However, only records containing personal information relating to individuals are subject to the Privacy Act.

Names of individuals; Employee Identification Numbers and taxpayer identification numbers; Social Security Numbers; bank account information, Electronic Funds Transfer (EFT) data; business addresses (including ZIP Codes) and, as applicable, organizational codes; home addresses and telephone numbers (individuals); Government charge card numbers; e-mail addresses; billing, payment, and property accountability information; Dun and Bradstreet (DUNS) number; contractor monthly reports showing charges to individual accounts, account balances, and other data required to authorize, account for, and pay authorized purchase and fleet transactions; NAICS Codes, socio-economic business categories.

Chapter 1 of Title 48, CFR Chapter 1 (Federal Acquisition Regulation).

The primary use of the records is to maintain accounting and financial information associated with the acquisition of goods and services. Specifically, records are used:

(1) For paying creditors.

(2) For accounting for goods and services provided and received.

(3) For accounting for funds paid and received.

Records in this system are subject to use in approved computer matching programs authorized under the Privacy Act of 1974, as amended, for debt collection purposes.

Other disclosures outside the Department of the Interior may be made:

(1) To the Department of the Treasury for payment of claims.

(2) To other Federal agencies for the purpose of collecting debts owed to the Federal government.

(3) To a Government charge card company for the purpose of issuing credit cards and for billing purposes, including the collection of past due amounts.

(4) To consumer reporting agencies to facilitate the collection of debts owed the Government.

(5)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(6) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(7) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(8) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(9) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing, or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(10) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(11) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(12) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(13) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(14) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(15) To the Department of the Treasury to recover debts owed to the United States.

(16) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

Disclosure to consumer reporting agencies:

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are maintained in manual, microfilm, microfiche, electronic, imaged, and computer printout form. Electronic records are stored on magnetic media at the central computer processing center and at facilities maintained by commercial credit card contractor(s). Original input documents are stored in standard office filing equipment and/or as imaged documents on magnetic media at all locations which prepare and provide input documents and information for data processing.

Records are retrieved by name, Social Security Number/Employee Identification Number/Taxpayer Identification Number (individuals), organizational code, vendor code, DUNS Number, and transaction number.

FBMS is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records is limited to authorized personnel whose official duties require such access; agency officials have access only to records pertaining to their agencies.

(1) Physical Security: Paper or micro format records are maintained in locked file cabinets and/or in secured rooms.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data is protected through user identification, passwords, database permissions, and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify unauthorized access. A Privacy Impact Assessment was completed for FBMS and is updated at least annually to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met.

(3) Administrative Security: All DOI and contractor employees with access to FBMS are required to complete Privacy Act, Federal Records Act, and Security Awareness training prior to being given access to the system, and on an annual basis, thereafter.

While records are generally retained and disposed of in accordance with General Records Schedule No. 3, a new records schedule for FBMS is in process in the Office of the Secretary.

(1) The following co-system owners have overall responsibility for the Financial and Business Management System:

(a) Director, Office of Acquisition and Property Management, U.S. Department of the Interior, Office of the Secretary, 1849 C Street NW., MS-2607 MIB, Washington, DC 20240; and

(b) Director, Office of Financial Management, U. S. Department of the Interior, Office of the Secretary, 1849 C Street, NW., MS-2557, Washington, DC 20240.

(2) The following system manager has responsibility for the management and operation of the computing center on which the Financial and Business Management System is being implemented: Chief, Financial and Procurement Systems Division, Budget and Finance, National Business Center, MS D-2790, 7301 West Mansfield Avenue, Denver, CO 80235-2230.

(3) The following Department of the Interior bureau/office system managers have responsibility for the data input into and maintained on the Financial and Business Management System by or for their respective bureaus/offices:

(a) Chief, Division of Administration, Office of Surface Mining Reclamation and Enforcement, 1951 Constitution Ave., NW., MS222, Washington DC 20240.

(b) Chief, Procurement Division, Minerals Management Service, Mail Stop 2310, 381 Elden Street, Herndon, VA 20170-4817.

(c) Chief, Division of Contracting and Facilities Management, U. S. Fish and Wildlife Service, Mail Stop 7118-43, 4401 North Fairfax Drive, Arlington, VA, 22203.

(d) Director, Acquisition and Property Management, Indian Affairs, Ely S. Parker Building, 2051 Mercator Drive, Reston, VA 20191.

(e) Division of Property, Acquisition and Headquarters Services, Bureau of Land Management, 1620 L Street, NW., 10th Floor, Washington, DC 20240.

(f) Manager, Acquisition and Assistance Management, Bureau of Reclamation, PO Box 25007, DFC Attn: 84-27700, Denver, CO 80225-0007.

(g) Chief, Acquisitions Services Directorate, National Business Center, Office of the Secretary, 1849 C Street, NW., MS-2557 MIB, Washington, DC 20240.

(h) Chief of Contracting, Contracting Office, Denver Service Center, National Park Service, 12795 W. Alameda Parkway, Suite 130, Denver, CO 80225.

(i) U.S. Geological Survey, Chief, Office of Acquisition and Grants, Mail Stop 205, 12201 Sunrise Valley Drive, Reston, VA 20192.

(j) Chief, Accounting Operations Division, National Business Center, 7301 West Mansfield Avenue, Mail Stop D-2770, Denver, CO 80235-2230.

An individual requesting notification of the existence of records on himself or herself should address his/her request to the appropriate bureau/office System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.

An individual requesting access to records maintained on himself or herself should address his/her request to the appropriate bureau/office System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.

An individual requesting amendment of a record maintained on himself or herself should address his/her request to the appropriate bureau/office System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Individuals on whom the records are maintained; contracting officers; finance and accounting personnel (certifying officials); commercial credit card contractor(s), and acquisition, finance, and accounting documents.

None.

Financial and Procurement Systems Division, Budget and Finance, National Business Center, MS D-2790, 7301 West Mansfield Avenue, Denver, CO 80235-2230.

Individual and corporate recipients of grants and cooperative agreement awards.

Note: This system contains records relating to non-profit and not-for-profit institutions, as well as other business entities. However, only records containing personal information relating to individuals are subject to the Privacy Act.

Names of individuals; Social Security Numbers; tax identification numbers; recipient addresses, email addresses, telephone, and fax numbers; and payment information used in accounting and financial processing of grant and cooperative agreement awards.

5 U.S.C. 5701 et seq.

The primary purpose of the records is to award and manage grant and cooperative agreement awards.

Other disclosures outside the Department of the Interior may be made:

(1) To the Department of the Treasury for payment of claims.

(2) To the Department of Health and Human Services in the form of grant and cooperative agreement announcements and application packages.

(3) To the Department of Commerce in the form of reports listing all grant and cooperative agreement awards.

(4) To other Federal agencies for the purpose of collecting debts owed to the Federal government.

(5)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(6) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(7) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(8) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(9) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(10) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(11) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(12) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(13) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(14) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(15) To the Department of the Treasury to recover debts owed to the United States.

(16) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

Disclosure to consumer reporting agencies:

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are maintained in manual, microfilm, microfiche, electronic, imaged and computer printout form. Electronic records are stored on magnetic media at the central computer processing center. Original input documents are stored in standard office filing equipment and/or as imaged documents on magnetic media at all locations which prepare and provide input documents and information for data processing.

Records are retrieved by document award number and recipient name or Social Security Number/Taxpayer Identification Number (individuals).

FBMS is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records is limited to authorized personnel whose official duties require such access; agency officials have access only to records pertaining to their agencies.

(1) Physical Security: Paper or micro format records are maintained in locked file cabinets and/or in secured rooms.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data is protected through user identification, passwords, database permissions, and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify unauthorized access. A Privacy Impact Assessment was completed for the FBMS and is updated at least annually to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met.

(3) Administrative Security: All DOI and contractor employees with access to FBMS are required to complete Privacy Act, Federal Records Act and Security Awareness training prior to being given access to the system, and on an annual basis, thereafter.

While records are generally retained and disposed of in accordance with General Records Schedule No. 3, a new records schedule for FBMS is in process in the Office of the Secretary.

(1) The following co-system owners have overall responsibility for the Financial and Business Management System:

(a) Director, Office of Acquisition and Property Management, U.S. Department of the Interior, Office of the Secretary, 1849 C Street, NW., MS-2607 MIB, Washington, DC 20240; and

(b) Director, Office of Financial Management, U.S. Department of the Interior, Office of the Secretary, 1849 C Street, NW., MS-2557, Washington, DC 20240.

(2) The following system manager has responsibility for the management and operation of the computing center on which the Financial and Business Management System is being implemented: Chief, Financial and Procurement Systems Division, Budget and Finance, National Business Center, MS D-2790, 7301 West Mansfield Avenue, Denver, CO 80235-2230.

(3) The following Department of the Interior bureau/office system managers have responsibility for the data input into and maintained on the Financial and Business Management System by or for their respective bureaus/offices:

(a) Chief, Division of Financial Management, Office of Surface Mining Reclamation and Enforcement, P.O. Box 25065, Denver Federal Center, Building 25, Room 1501, Denver, CO 80225-0065.

(b) Chief, Finance Division, Minerals Management Service, Mail Stop 2310, 381 Elden Street, Herndon, VA 20170-4817.

(c) Chief, Division of Financial Management, U.S. Fish and Wildlife Service, Mail Stop 7029-43, 4401 North Fairfax Drive, Arlington, VA, 22203.

(d) Chief, Office of Financial Management, Indian Affairs, Ely S. Parker Building, 2051 Mercator Drive, Reston, VA 20191.

(e) Finance Officer, Bureau of Land Management, Building 50, Denver Federal Center, P.O. Box 25047, Denver, CO 80225.

(f) Manager, Finance and Accounting Division, Bureau of Reclamation, P.O. Box 25007, DFC Attn: 84-27700, Denver, CO 80225-0007.

(g) Finance Officer, Office of Financial Management, Office of the Secretary, 1849 C Street, NW., MS-2557 MIB, Washington, DC 20240.

(h) Manager, Accounting Operations Center, National Park Service, 13461 Sunrise Valley Drive, 2nd Floor, Herndon, VA 20171.

(i) U.S. Geological Survey, Office of Accounting and Financial Management, Mail Stop 270, 12201 Sunrise Valley Drive, Reston, VA 20192.

(j) Chief, Accounting Operations Division, National Business Center, 7301 West Mansfield Avenue, Mail Stop D-2770, Denver, CO 80235-2230.

An individual requesting notification of the existence of records on himself or herself should address his/her request to the appropriate bureau/office System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.60.

An individual requesting access to records maintained on himself or herself should address his/her request to the appropriate bureau/office System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.63.

An individual requesting amendment of a record maintained on himself or herself should address his/her request to the appropriate bureau/office System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Grant and cooperative agreement award recipients; grants and cooperative agreement officers, finance and accounting personnel (certifying officials); and application, award, finance, and accounting documents.

None.

Unclassified.

The system is located and managed at (1) U.S. Department of the Interior, Interior Business Center, Finance and Procurement Systems Division, 12201 Sunrise Valley Drive, MS-206, Reston, VA 20192; and (2) U.S. Department of the Interior, Interior Business Center, Finance and Procurement Systems Division, 7401 West Mansfield Avenue, MS D-2782, Denver, CO 80235-2230.

Individuals covered by the system include employees of various Federal agencies that are Interior Business Center (IBC) clients using OFF, as well as employees or agents for third party vendors, contractors and suppliers who provide OFF clients with related financial services. This system also contains information about individuals, either employees or non-employees, who owe debts to the Federal agencies that use the system. Records relating to corporations and other business entities contained in this system are not subject to the Privacy Act, only records relating to individuals containing personal information are subject to the Privacy Act.

(1) Accounts receivable for OFF clients, including individuals who may be employees or non-employees and employees who owe money to OFF clients and are the subject of collections actions. Information in the system may include first and last names, home addresses, phone numbers, email addresses, employee identification numbers, and Social Security numbers.

(2) Accounts payable information about non-employee individuals and sole proprietors, including individuals who provide services to OFF clients. Information may include names, home or business addresses, phone or fax numbers, email addresses, Tax identification numbers, Social Security numbers, banking account numbers for electronic fund transfer payments, invoices and claims for reimbursement.

(3) Employees of OFF clients who submit claims for reimbursable expenses. Information may include names, employee identification numbers, Social Security numbers, work addresses, phone numbers, email addresses, receipts and claims for reimbursement.

(4) Employees of OFF clients who hold government bank or debit cards for purchases or travel. Information may include names, employee identification numbers, Social Security Numbers, home or work addresses, phone numbers, email addresses, card numbers and purchase histories.

The system contains additional business and financial records for OFF clients that do not include personal information. Records in this system are subject to the Privacy Act only if they are about an individual within the meaning of the Privacy Act, and not if they are about a business, organization, or other non-individual.

31 U.S.C. 3512, Executive Agency Accounting and Other Financial Management Reports and Plans; 5 U.S.C. 4111, Acceptance of Contributions, Awards, and Other Payments; 5 U.S.C. 5514, Installment deduction for indebtedness to the United States; 5 U.S.C. 5701, et seq. Travel and Subsistence Expenses, Mileage Allowances; 31 U.S.C. 3512, Executive agency accounting and other financial management reports and plans; 31 U.S.C. 3711, Collection and Compromise; and the Office of Management and Budget Circular A-127, Policies and Standards for Financial Management Systems.

The primary purpose of the system is to support financial management for Federal agencies by providing a standardized, automated capability for performing administrative control of funds, general accounting, billing and collecting, payments, management reporting, and regulatory reporting.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, disclosures outside DOI may be made as a routine use under 5 U.S.C. 552a(b)(3) as follows:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of the individual if the covered individual is deceased, has made a written request to the office.

(3) To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person"s behalf, or for a purpose compatible for which the records are collected or maintained.

(4) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law " criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(5) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(6) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant to hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(7) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(8) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI"s behalf to carry out the purposes of the system.

(10) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department"s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(11) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(12) To the Department of the Treasury to recover debts owed to the United States.

(13) To a commercial credit card contractor(s) for the accounting and payment of employee obligation for travel, purchasing and fleet management credit card usage.

(14) To OFF clients, for the purpose of processing, using and maintaining their agency"s data in the OFF system.

(15) To the Department of Justice or other federal agency for further collection action on any delinquent debt when circumstances warrant.

(16) To the General Accounting Office, Department of Justice, or a United States Attorney, for actions regarding debt and attempts to collect monies owed.

(17) To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

Disclosure to consumer reporting agencies:

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 U.S.C. 3701(a)(3)).

Storage:

Electronic records are maintained on servers located at IBC"s data centers in Denver, CO and Reston, VA. Records are accessed only by authorized personnel who have a need to access the records in the performance of their official duties. Paper records are contained in file folders stored in file cabinets in accordance with 383 Departmental Manual 8.

The personal identifiers that can be used to retrieve information on individuals are name, Social Security number, employee identification numbers, bank account number, government travel/small purchase bank card number, employee number and supplier number.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and all other applicable security rules and policies. Manual or paper records are maintained in locked file cabinets located in secure facilities under the control of authorized personnel. Security controls to prevent unauthorized access include network access security limits, physical and logical access controls for the data center hosting the system, operating system controls, application passwords, and application data group security levels. Access to servers containing system records is limited to authorized personnel with a need to know the information to perform their official duties and requires a valid username and password.

Unique user identification and authentication, such as passwords, least privileges and audit logs are utilized to ensure appropriate permissions and access levels. Access to the system is also limited by network access or security controls such as firewalls, and system data is encrypted. Facilities that host the system are guarded and monitored by security personnel, cameras, ID checks, and other physical security measures. Server rooms are locked and accessible only by authorized personnel. DOI personnel authorized to access the system must complete mandatory Security, Privacy, and Records Management training and sign the DOI Rules of Behavior. A privacy impact assessment was conducted to ensure appropriate controls and safeguards are in place to protect the information within the system.

Each Federal agency client maintains records in the system in accordance with records retention schedules approved by the National Archives and Records Administration (NARA), and agency clients are responsible for the retention and disposal of their own records. Financial management records are retained in accordance with General Records Schedule (GRS) 1.1, and records are destroyed six years after final payment or cancellation. While the IBC provides system administration and management support to agency clients, any records disposal is in accordance with client agency approved data disposal procedures.

DOI records are maintained under Departmental Records Schedules and GRS that cover administrative and financial management records, and retention periods may vary according to the subject matter and needs of the agency. Approved disposition methods include shredding or pulping for paper records, and degaussing or erasing electronic records in accordance with NARA Guidelines and 384 Departmental Manual 1.

Chief, Application Management Section, Finance & Procurement Systems Division, U.S. Department of the Interior, Interior Business Center, 7401 West Mansfield Avenue, MS D-2782, Denver, CO 80235-2230.

An individual requesting notification of the existence of DOI records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

Individuals seeking notification of records under the control of a client agency serviced by IBC under a cross-servicing agreement for financial management services should follow the notification procedures outlined in the applicable client agency system of records notice or send a written inquiry to that agency Chief Privacy Officer.

An individual requesting access to DOI records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should be clearly marked "PRIVACY ACT REQUEST FOR ACCESS". The request letter should describe the records sought as specifically as possible. A request for access must meet the requirements of 43 CFR 2.238.

Individuals seeking access to their records under the control of a client agency serviced by IBC under a cross-servicing agreement for financial management services should follow the access procedures outlined in the applicable client agency system of records notice or send a written inquiry to that agency Chief Privacy Officer.

An individual requesting corrections or contesting information contained in DOI records must send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

Individuals seeking to contest their records under the control of a client agency serviced by IBC under a cross-servicing agreement for financial management services should follow the procedures outlined in the applicable client agency system of records notice or send a written inquiry to that agency Chief Privacy Officer.

Information in the system is obtained from IBC"s Federal agency clients, as well as third party vendors, contractors and suppliers who provide related financial services to the clients using the system.

None.

Unclassified.

Records are maintained by the Office of Occupational Safety and Health, U.S. Department of the Interior, 1849 C Street NW, Washington, DC 20240; all DOI bureaus and offices in Washington, DC, and in field locations; and DOI contractor facilities.

Director, Office of Occupational Safety and Health, U.S. Department of the Interior, 1849 C Street NW, Office 4316, Mail Stop 4310, Washington, DC 20240.

5 U.S.C. 301; Section 319 of the Public Health Service (PHS) Act (42 U.S.C. 247d); 40 U.S.C. 1315; Coronavirus Aid, Relief, and Economic Security (CARES) Act, Public Law 116-136, Div. B., Title VIII, sec. 18115, 134 Stat. 574 (codified in 42 U.S.C. 274d note); Americans with Disabilities Act, 42 U.S.C. 12112, 29 CFR 1602.14, 1630.14; the Rehabilitation Act of 1973 (Rehab Act), 29 U.S.C. 701 et seq.; Medical Examinations for Fitness for Duty Requirements, including 5 CFR part 339; the Occupational Safety and Health Act of 1970, 29 U.S.C. Chapter 15, 29 CFR part 1904, 29 CFR 1910.1020, and 29 CFR 1960.66; Executive Order 13991; Executive Order 13994; Executive Order 14042; Executive Order 14043; Executive Order 12196; 5 U.S.C. 7902; 25 U.S.C. 2012, Indian Education Personnel; 25 CFR chapter I, subchapter E, Education; Section 2 of the Reorganization Plan No. 3 of 1950 (64 Stat. 1262).

The purpose of this system is to maintain records related to DOI’s response to the COVID-19 public health emergency or other high-consequence public health threat, to mange a workplace health screening and vaccination program, and document results of screening and diagnostic testing to protect the Federal workforce and stop or reduce the spread of infectious disease or illness. This system will be used to:

(1) Comply with Executive orders, Federal Government and OSHA requirements; (2) Manage records as part of the COVID-19 vaccination requirement including confirming vaccination status and maintaining proof of vaccination;

(3) Manage records related to a testing program including overseeing preventative testing to test personnel working onsite who are not fully vaccinated, and to permit entry to DOI managed or controlled facilities and events to meet Federal requirements and fulfill DOI’s responsibilities to the extent permitted by law;

(4) Conduct screening and testing for select circumstances such as employees who have a need to physically enter another Federal facility or workspace for official DOI business;

(5) Conduct screening and testing for employees on official travel to meet local requirements where testing is a condition for entry, or for employees on official travel returning from an area of high risk of exposure as a condition of entry to a DOI facility;

(6) Document reports of illness or communicable disease that are the subject of a declaration of public health emergency by HHS or designated state officials that may pose a significant risk of substantial harm to the health of DOI personnel and visitors;

(7) Identify and provide notifications to personnel and visitors who may have been exposed to individuals while working onsite or visiting DOI buildings, facilities or events;

(8) Inform Federal, state or local public health authorities as necessary to protect public health as allowed or when required by law; and

(9) Take appropriate actions as necessary to prevent the introduction, transmission, and spread of communicable disease by persons who have contracted or were exposed to such a disease and came in close physical proximity to or had physical contact with other persons while working in or visiting a DOI facility or event.

DOI personnel, including non-Title 5 employees, contractors, detailees, interns, volunteers, long-term trainees; DOI partners and employees and detailees from other Federal agencies; visitors or participants at DOI managed meetings, events and conferences; visitors or individuals who participate in health screening at DOI owned, operated, managed, or leased buildings and facilities; and visitors or individuals who are suspected or confirmed to have a disease or illness that is the subject of a declared public health emergency, or may have been exposed to someone who is suspected or confirmed to have a disease or illness that is the subject of a declared public health emergency.

Information collected for health screening includes contact information, vaccination and testing program related information, medical reports and assessments, and other related information that may be required. This information may include but is not limited to:

●Full name;

●Address;

●Bureau, office, organization, duty location, facility, work site, and specific work space(s) accessed;

●Official contact information;

●Work or personal phone number(s);

●Work or personal email address(es);

●Employee’s supervisor name, address, and contact information;

●Contractor’s supervisor/contracting officer representative name, address, and contact information;

●Date(s) and time(s) of entrance and exit from DOI buildings, facilities, workspaces, or events;

●Date(s) and/or circumstances of the individual’s suspected or actual exposure to disease or illness including symptoms, as well as locations within DOI workplaces where an individual may have contracted or been exposed to the disease or illness;

●Names and contact information of other personnel or visitors that the individual interacted with at or on a DOI workspace, facility, or grounds during the time the individual was suspected to or had contracted the disease or illness;

●Current work status of the individual (e.g., administrative leave, sick leave, teleworking, in the office);

●Vaccination status, dates of vaccination, type of vaccine, and proof of vaccination including copies of COVID-19 Vaccination Record Card, a copy of medical records documenting vaccination, a copy of immunization records, or other official documentation containing information on vaccination;

●Medical screening information including name, date of birth, age, medical status medical history, and other information that may be required;

●Information directly related to screening and testing for disease or illness including but not limited to testing status, date and location of testing, test type, test results, disease type, symptoms, treatments;

●Dates and source of exposure, and recent dates and DOI locations and workspaces visited; and

●Other information that may be relevant and necessary to achieve the purpose of health screening or the vaccination and testing program.

For other agency Federal employees, detailees, partners, non-DOI contractors, visitors and members of the public at or on DOI owned, operated, leased or managed buildings, facilities, and events, the following information may be collected:

●Full name;

●Preferred phone number(s);

●Preferred email address(es);

●Name(s) and contact information for DOI personnel sponsoring visitors or participants at meetings or conferences or meetings in or at DOI workspaces, facilities, buildings, parks and grounds;

●Name(s) of individuals encountered while in or at DOI workspaces, facilities, buildings, parks and grounds;

●Information directly related to screening and testing for disease or illness including but not limited to date of testing, frequency of testing, test results, symptoms, treatments;

●Dates and source of exposure, and recent dates and DOI locations and workspaces visited;

●Vaccination status, including fully vaccinated, not vaccinated, or decline to provide status; and

●Date(s) and time(s) of entrance and exit from DOI buildings, facilities, or events, or other related information. Information on entry and exit from DOI buildings may be obtained from the INTERIOR/DOI-46, Physical Security Access Files, system when relevant and necessary to achieve the purpose of this SORN.

This system may also include records on individuals created, collected or required to be reported to health officials in accordance with the requirements of the Coronavirus Aid, Relief, and Economic Security Act (CARES Act), which requires laboratories that perform or analyze a test that is intended to detect or to diagnose a possible case of COVID-19 to report the result of that testing to public health officials. This information includes:

●Full Name;

●Address; and

●Test results.

Records are obtained from DOI personnel, partners, other Federal agency employees, and individuals who provide relevant information on vaccination, testing or exposure to COVID-19 or other high-consequence public health threat; visitors at DOI owned, operated, leased or managed buildings, facilities or events; their family members or other potential source of exposure to COVID-19 or other high-consequence public health threat; DOI, bureau, and office records including other systems of records; contractors or service providers performing testing, screening or related services; other Federal or state agencies, public health organizations, or physicians with consent of the subject individual or when authorized by law; employers and other entities and individuals who may provide relevant information on a suspected or confirmed disease or illness that is the subject of a declared public health emergency.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

1. DOI or any component of DOI;

2. Any other Federal agency appearing before the Office of Hearings and Appeals;

3. Any DOI employee or former employee acting in his or her official capacity;

4. Any DOI employee or former employee acting in his or her individual capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

5. The United States Government or any agency thereof, when DOJ determines that DOI is likely to be affected by the proceeding.

B. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record.

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, grantee, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of records;

(2) DOI has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(1) responding to a suspected or confirmed breach; or

(2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the United States.

N. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To appropriate Federal, state, local, tribal, or foreign governmental agencies or multilateral governmental organizations, to the extent permitted by law, and in consultation with legal counsel, for the purpose of protecting the vital interests of a data subject or other persons, including to assist such agencies or organizations in preventing exposure to or transmission of a communicable or quarantinable disease or to combat other significant public health threats.

P. To Federal agencies such as the Health and Human Services (HHS), State and local health departments, and other public health or cooperating medical authorities in connection with program activities and related collaborative efforts to deal more effectively with exposures to communicable diseases, and to satisfy mandatory reporting requirements when applicable.

Q. To missing person or location organizations where DOI does not have sufficient contact information to the extent necessary to obtain information to aid in locating persons who were possibly exposed or exposed others to a communicable disease at a DOI facility.

R. To a contractor or shared service provider conducting health screening, testing or notification activities on behalf of DOI, to help DOI manage vaccination and testing program records and procedures, and implementation of health screening, testing, and contact tracing.

Disclosure to consumer reporting agencies:

None.

Electronic records are stored in secure facilities. Confidential employee records are maintained with appropriate administrative, physical and technical controls to protect individual privacy. Paper records are contained in file folders stored in file cabinets in secure office locations.

Records may be retrieved by any of the categories of records, including name, location, date of exposure, or work status.

In accordance with the ADA and the Rehabilitation Act, information in this system must be maintained as confidential medical records, on separate forms and in separate medical files (42 U.S.C. 12112(d)(3)(B); 42 U.S.C. sec 2000ff–5(a); 29 CFR 1630.14(b)(1), (c)(1), (d)(4)(i); and 29 CFR 1635.9(a)). Therefore, these records must be stored separately from other personnel records and must be maintained for at least one year from creation date (29 CFR 1602.14).

Records in this system are maintained in accordance with the NARA General Records Schedule (GRS) 2.7, Item 060, Occupational individual medical case files, which covers OSHA medical records and medical surveillance records that include personal and occupational health histories. The disposition is temporary. Short-term records are destroyed one year after employee separation or transfer (DAA-GRS-2017-0010-0010). Long-term records are destroyed 30 years after employee separation or when the employee’s Official Personnel Folder is destroyed, whichever is longer (DAA-GRS-2017-0010-0009). Visitor processing records are covered by GRS 5.6, Items 110 and 111, and must be destroyed when either two or five years old, depending on security level, but may be retained longer if required for business use, pursuant to DAA-GRS-2017-0006-0014 and -0015.

Approved destruction methods for temporary records that have met their retention period include shredding or pulping paper records, and erasing or degaussing electronic records in accordance with DOI policy and NARA guidelines.

Records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. During normal hours of operation, paper records are maintained in locked file cabinets under the control of authorized personnel. Computer servers on which electronic records are stored are located in secured DOI controlled facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Access is only granted to authorized personnel and each person granted access to the system must be individually authorized to use the system. A Privacy Act Warning Notice appears on computer monitor screens when records containing information on individuals are first displayed. Data exchanged between the servers and the system is encrypted. Backup tapes are encrypted and stored in a locked and controlled room in a secure, off-site location.

Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974, as amended, 5 U.S.C. 552a; Paperwork Reduction Act of 1995, 44 U.S.C. 3501-3521 et seq.; Federal Information Security Modernization Act of 2014, 44 U.S.C. 3551 et seq.; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Security controls include user identification, multi-factor authentication, database permissions, encryption, firewalls, audit logs, and network system security monitoring, and software controls.

Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior. DOI has conducted privacy impact assessments on the collection of information for the vaccination program and the supporting IT system to identify and evaluate potential privacy risks and ensure appropriate safeguards are implemented to protect privacy.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

None.

None.

Unclassified.

Records are maintained by the Office of Human Capital, U.S. Department of the Interior, 1849 C Street NW, Washington, DC 20240. Records are also located at DOI bureaus and offices in Washington, DC and at field locations that process reasonable accommodation requests, and at DOI contractor facilities.

Director, Division of Workforce Relations, Office of Human Capital, U.S. Department of the Interior, 1849 C Street NW, MIB 4323, Washington, DC 20240.

5 U.S.C. 301, Departmental Regulations; Section 501 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 791); Americans with Disabilities Act of 1990 (42 U.S.C. 12101 et seq.), as amended by the Americans with Disabilities Act Amendments Act of 2008 (Pub. L. 110-325); Title VII of the Civil Rights Act of 1964 (42 U.S.C. 2000e, et seq.); 29 CFR Part 1630, Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act; 29 CFR Part 1640, Procedures for Coordinating the Investigation of Complaints or Charges of Employment Discrimination Based on Disability Subject to the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973; 29 CFR Part 1614, Federal Sector Equal Employment Opportunity; 29 CFR Part. 1605, Guidelines on Discrimination Because of Religion; 29 CFR Part 1635, Genetic Information Nondiscrimination Act of 2008 (Pub. L. 110-233); 5 CFR Part 335, Promotion and Internal Placement; Executive Order No. 13164, Requiring Federal Agencies to Establish Procedures to Facilitate the Provision of Reasonable Accommodation; Executive Order 14043, Requiring Coronavirus Disease 2019 Vaccination for Federal Employees; and Equal Employment Opportunity Commission Management Directive 715.

The purpose of this system is to maintain records related to the processing of requests from employees and applicants for employment who are seeking a reasonable accommodation based upon disability under the Rehabilitation Act or for a religious belief, observance, or practice under Title VII of the Civil Rights Act of 1964.

This system includes individuals who request reasonable accommodation, and agency officials processing or making reasonable accommodation assessments and decisions. These records also include information on authorized individuals, such as a family member, health professional, or other representative submitting the request on behalf of an individual.

This system maintains records related to reasonable accommodation requests, including the requester’s contact information, the nature of the disability, condition or the basis for the accommodation, supporting documentation such as forms, letters, memoranda or medical records, and the request status, agency assessment, decision and related correspondence. These records may include but are not limited to:

▪Name;

▪Individual requester’s status as an applicant, current or former employee, or other status;

▪Individual requester’s occupational series and grade level for which reasonable accommodation had been requested;

▪Contact information such as work or personal address, phone number, and email address;

▪Date a request was submitted verbally or in writing;

▪Documented requests for different type(s) of reasonable accommodation requested;

▪How the requested accommodation would assist in job performance;

▪Supervisor’s name, address, and contact information;

▪Name and contact information of a family member, health professional, or other representative submitting a request on behalf of an individual;

▪Medical documentation about a disability or medical condition, or other appropriate supporting information submitted or required to process the request, any other necessary request-related information, requests for medical extensions or temporary measures, and any proposed reasonable accommodation that will resolve any conflict between the employee’s request and job requirements;

▪Records on religious beliefs, observances or practices including descriptions of employee’s belief, observance or practice, medicines or medical products that are used or not used by an employee due to a belief, observance or practice, the extent of any burden on the employee’s religious exercise, and any proposed reasonable accommodation that will resolve any conflict between the employee’s religious belief, observance, and practice and the job requirement;

▪Name, title, and contact information of DOI officials processing, deciding or referring a request for reasonable accommodation;

▪Agency decisions including whether a request was granted or denied, reasons for a denial, date a request was approved or denied, date a reasonable accommodation was provided to the individual;

▪Records of type(s) of accommodation provided, as well as the source of any technical assistance;

▪The amount of time taken to process a request, including whether the recommended time frames were met as outlined in the reasonable accommodation procedures;

▪Records of reassignments and information such as resume, transcript, reassignment questionnaire, and/or other relevant documents; qualification information; types of position(s) to search for based on the employee’s qualifications and current series and grade; highest full performance level (FPL) for reassignment; and minimal information regarding the accommodation needed; and

▪Any other information that is submitted by individuals in support of requests for reasonable accommodation, or that is necessary and relevant to support agency assessments and the management of a reasonable accommodation program.

Records are obtained from DOI employees, applicants for employment; medical providers, health professionals, medical institutions; family members or representatives who submit requests on behalf of individuals; employee supervisors, human resources and other DOI officials. Some records may be obtained from other Federal agencies or DOI bureau and office records.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

DOI or any component of DOI;

Any other Federal agency appearing before the Office of Hearings and Appeals;

Any DOI employee or former employee acting in his or her official capacity;

Any DOI employee or former employee acting in his or her individual capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

The United States Government or any agency thereof, when DOJ determines that DOI is likely to be affected by the proceeding.

B. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record.

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, grantee, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of records;

(2) DOI has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

responding to a suspected or confirmed breach; or

preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the United States.

N. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To another federal agency or commission with responsibility for labor or employment relations or other issues, including equal employment opportunity and reasonable accommodation issues, when that agency or commission has jurisdiction over reasonable accommodation to facilitate that agency or commission’s exercise of such jurisdiction.

P. To OMB, DOJ, Department of Labor (DOL), Office of Personnel Management (OPM), Equal Employment Opportunity Commission (EEOC), Office of Special Counsel (OSC), or other federal agency or organization that has responsibility for labor or employment relations, equal employment opportunity and reasonable accommodation issues, when the agency or commission has jurisdiction over the subject matter and to obtain advice regarding statutory, regulatory, policy, and other requirements related to reasonable accommodation.

Q. To appropriate third parties contracted by DOI to facilitate mediation or other dispute resolution procedures or programs.

R. To a Federal agency or organization for purposes of procuring assistive technologies and services through the Computer/Electronic Accommodation Program, or other program, in response to a request for reasonable accommodation.

S. To a Federal agency or entity that requires information relevant or related to a reasonable accommodation decision and/or its implementation.

T. To attorneys, union representatives, or other persons designated by DOI employees in writing to represent them in a grievance, complaint, appeal, or in litigation, as appropriate and in accordance with applicable law.

U. To an authorized appeal grievance examiner, formal complaints examiner, administrative judge, equal employment opportunity investigator, arbitrator or other duly authorized official engaged in investigation, settlement, arbitration, litigation, or other process relevant to a grievance, complaint, appeal, or litigation initiated by an employee, as appropriate and in accordance with applicable law.

V. To labor organization officials when such information is relevant to personnel policies affecting employment conditions and necessary for exclusive representation by the labor organization, as appropriate and in accordance with applicable law.

W. To the Equal Employment Opportunity Commission (EEOC) when requested in connection with investigations into alleged or possible discriminatory practices in the Federal sector, examination of Federal affirmative employment programs, merit system principles, or other compliance functions vested in the EEOC.

X. To the Federal Labor Relations Authority, the General Counsel, the Federal Mediation and Conciliation Service, the Federal Service Impasses Panel, or an arbitrator when information is requested in connection with the investigations of allegations of unfair practices, matters before an arbitrator or the Federal Impasses Panel.

Y. To the Merit Systems Protection Board or the Office of the Special Counsel in connection with appeals, special studies of the civil service and other merit systems, review of rules and regulations, investigation of alleged or possible prohibited personnel practices, and other such functions promulgated in 5 U.S.C. Chapter 12, or as may be authorized by law.

Z. To another Federal agency as a prospective employer of a DOI employee upon transfer of the employee to the Federal agency.

AA. To medical personnel and first responders, to meet a bona fide emergency, including medical emergencies.

Disclosure to consumer reporting agencies:

None.

Electronic records are stored in secure facilities. Confidential employee records are maintained with appropriate administrative, physical and technical controls to protect individual privacy. Paper records are contained in file folders stored in file cabinets in secure office locations.

Records may be retrieved by any of the categories of records, including name and contact information.

Records in this system are maintained in accordance with Department Records Schedule (DRS) DAA-GRS-2013-0001-0004 (DRS 1.2, Item 0004) – Short-Term Human Resources Records, Reasonable Accommodation Records, Reasonable Accommodation Employee Case Files. The disposition is temporary. Records are destroyed three years after employee transfer or separation from the agency or all appeals are concluded, whichever is later, but longer retention is authorized if required for business use.

Approved destruction methods for temporary records that have met their retention period include shredding or pulping paper records, and erasing or degaussing electronic records in accordance with DOI policy and NARA guidelines.

Records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. During normal hours of operation, paper records are maintained in locked file cabinets under the control of authorized personnel. Computer servers on which electronic records are stored are located in secured DOI controlled facilities with physical, technical and administrative levels of security to prevent unauthorized access to the DOI network and information assets. Access is only granted to authorized personnel and each person granted access to the system must be individually authorized to use the system. A Privacy Act Warning Notice appears on computer monitor screens when records containing information on individuals are first displayed. Data exchanged between the servers and the system is encrypted. Backup tapes are encrypted and stored in a locked and controlled room in a secure, off-site location.

Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974, as amended, 5 U.S.C. 552a; Paperwork Reduction Act of 1995, 44 U.S.C. 3501 et seq.; Federal Information Security Modernization Act of 2014, 44 U.S.C. 3551 et seq.; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Security controls include user identification, multi-factor authentication, database permissions, encryption, firewalls, audit logs, network system security monitoring, and software controls.

Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. A request for corrections or removal must meet the requirements of 43 CFR 2.246.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request must include the specific bureau or office that maintains the record to facilitate location of the applicable records. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235.

None.

None.

(1) National Headquarters, Office of Aircraft Services, Division of Technical Services, 3905 Vista Avenue, Boise, Idaho, 83705. (2) Regional Office--Regional Director, Office of Aircraft Services, 4343 Aircraft Drive, Anchorage, Alaska 99503.

Professional, dual-function and incidental pilots employed by Interior Bureaus/Offices.

The system contains information relative to certificates, qualifications, experience levels, currency and proficiency.

5 U.S.C. 301, Reorganization Plan 3 of 1950.

The primary use of the record is to determine pilot qualifications and to monitor compliance with OAS directives and Federal Aviation Regulations. Disclosure outside the Department of the Interior may be made, (1) to the U.S. Department of Justice when related to litigation or anticipated litigation, (2) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license, (3) to a Federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of a security clearance, license, pilot qualification card, grant or other benefit, (4) to Federal, State, local agencies or commercial business where necessary to obtain information relevant to the hiring or retention of an employee, or the issuance of a security clearance, license, pilot qualification card, grant or other benefit.

Storage:

Manual and automated.

Indexed Social Security Account Number, Name, Agency and Location.

Access to and use of these records are limited to those persons whose official duties require such access.

According to approved records disposal schedules.

(1) National Headquarters--Chief, Technical Services Division, Office of Aircraft Services, 3905 Vista Avenue, Boise, Idaho, 83705. (2) Regional Office--Regional Director, Office of Aircraft Services, 4343 Aircraft Drive, Anchorage, Alaska, 99503.

Inquiries regarding the existence of records shall be addressed to the appropriate System Manager. A written, signed request stating that the requester seeks information concerning records pertaining to him is required. See 43 CFR 2.60.

A request for access shall be addressed to the appropriate System Manager. The request must be in writing and be signed by the requester. The request must meet the content requirements of 43 CFR 2.63.

A petition for amendment shall be addressed to the appropriate System Manager and must meet the content requirements of 43 CFR 2.71.

Information in this system comes from the individual to whom it applies and from OAS records.

All Area and Agency Offices (For a listing of specific locations, contact the Systems Manager.)

Individual Indians or non-Indians having a need for Government-owned real or personal property for use in a Bureau program.

(1) Records of accountability for Government-owned real or personal property loaned to individuals, and (2) records concerning individuals which have arisen as a result of that individual's misuse of or damage to Government-owned or Government-leased real or personal property.

40 U.S.C. 483(6).

The primary use of the records is to identify individuals responsible for government-owned real or personal property by agreement. Disclosures outside the Department of the Interior may be made (1) to the U.S. Department of Justice when related to litigation or anticipated litigation, (2) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license, (3) from the record of an individual in respone to an inquiry from a Congressional office made at the request of that individual.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b) (12). Pursuant to 5 U.S.C. 552a (b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Manual: Letter files.

(a) Indexed by individual name and cross-referenced by tribal name, contract or use permit number; (b) retrieved by manual search.

In accordance with 43 CFR 2.51.

Destroy one year after property is returned.

Director, Office of Administration, Bureau of Indian Affairs, Department of the Interior, 1951 Constitution Avenue, NW, Washington, DC 20245.

To determine whether the records are maintained on you in this system, write to the System Manager or, with respect to records maintained in the office for which he is responsible, an Area Director or Agency Superintendent. See 43 CFR 2.60.

To see your records, write the officials listed in the Notification procedure. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the System Manager. See 43 CFR 2.71

Individual on whom the record is maintained, Bureau of Indian Affairs employees, supervisors.

Motor Vehicle Authorization Card information may be located with managers and supervisors in offices of Indian Affairs (BIA and BIE). This and other Safety Record System information is located with the Chief, Division of Safety and Risk Management, 1011 Indian School Road, NW., Suite 331, Albuquerque, New Mexico 87104, and regional Safety Managers and Safety Officers listed below in the System Manager section.

(1) Employee and contractor operators and incidental operators of a privately owned or leased, or government owned or leased motor vehicle and equipment; (2) Federal employees and contractors who have had an accident or an incident; (3) Injured employees and contractors who submit claims for medical attention or loss of earning capability due to on-the-job injury; and (4) Individuals filing tort claims against the United States government.

(1) Documents supporting the issuance of Motor Vehicle Operators Authorization Cards to employees such as driver tests, authorization to use, safe driving award and correspondence, forms for authorization and driving records history; (2) Reports of accident/incident by agency region, name of person involved and Social Security Number; (3) Employee claims case files pertaining to claims submitted to the Office of Workmen's Compensation; (4) Case files with supporting documents pertaining to tort claims filed by an individual against the United States government; (5) Records concerning individuals which have arisen as a result of that individual's misuse of or damage to government-owned or government-leased motor vehicles, other equipment/facilities, and salary overpayments as a result of misuse of leave relating to Office of Workmen's Compensation claims deemed to be invalid; and (6) Records relating to individual employee operation of government-owned vehicles, including driver tests, authorization to use, safe driving awards, and related correspondence.

5 U.S.C. 7902; 28 U.S.C. 2671-2680; 31 U.S.C. 242-243.

The primary use of the records is to provide complete recordkeeping on qualified motor vehicle operators in BIA and BIE, employee and other individual accidents or incidents, Federal employees' compensation claims and adjudication of tort claims.

Disclosures of these records outside the Department of the Interior will be limited to:

(1)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any Department employee acting in his or her individual capacity if the Department or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) Department or any component of the Department;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any Department employee acting in his or her official capacity;

(D) Any Department employee acting in his or her individual capacity if Department or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that the Department is likely to be affected by the proceeding; and

(ii) The Department deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, State, territorial, local, Tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, State, territorial, local, Tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To State and local governments and Tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of the Department that performs services requiring access to these records on Department's behalf to carry out the purposes of the system.

(9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To OMB during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e)(1), have been met.

Storage:

Manual--Paper files.

(a) Indexed alphabetically by name of employee, and (b) Retrieved by manual search.

Information in this system is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51, Assuring the Integrity of Records) for manual record systems. Access to records is limited to authorized personnel whose official duties require such access and bureau officials have access only to records pertaining to their office and immediate employees. All BIA, BIE, and contractor employees with access to this system are required to complete annual Privacy Act, Records Management Act, and Security Training.

(1) Records relating to individual employee operation of Government-owned vehicles, including driver tests, authorization to use, safe driving awards, and related correspondence are retained in accordance with National Archives and Records Administration's General Records Schedule 10.7; and (2) Records related to safety management are retained in accordance with General Record Schedules 10 (Item 50), 18 (Item 11), and 20.

Contact the Safety Manager or Safety Officer in one of the following offices in which the information resides:

(1) Central Office West: Chief, Division of Safety and Risk Management, Bureau of Indian Affairs, 1011 Indian School Road, NW., Suite 331, Albuquerque, New Mexico 87104;

(2) Great Plains Region: Bureau of Indian Affairs, 115 4th Avenue SE., Aberdeen, South Dakota 57401;

(3) Rocky Mountain Region: Bureau of Indian Affairs, 316 North 26th Street, Billings, Montana 59101;

(4) Navajo Region: Bureau of Indian Affairs, P.O. Box 1060, Gallup, New Mexico 87301;

(5) Southwest Region: Bureau of Indian Affairs, 1001 Indian School Road NW., Albuquerque, New Mexico 87104;

(6) Eastern Region: Bureau of Indian Affairs, 545 Marriott Drive, Suite 700, Nashville, Tennessee 37214;

(7) Southern Plains Region: Bureau of Indian Affairs, P.O. Box 368, Anadarko, Oklahoma 73005;

(8) Alaska Region: Bureau of Indian Affairs, P.O. Box 25520, Juneau, Alaska 99802-5520;

(9) Western Region: Bureau of Indian Affairs, 400 North 5th Street, 2 AZ Center, 12th Floor, Phoenix, Arizona 85004;

(10) Central Office East: Bureau of Indian Affairs, 2051 Mercator Drive, Reston, Virginia 20191;

(11) Midwest Region: Bureau of Indian Affairs, One Federal Drive, Room 550, Ft. Snelling, Minneapolis 55111-4007;

(12) Pacific Region: Bureau of Indian Affairs, 2800 Cottage Way, Sacramento, California 95825;

(13) Haskell Indian Nations University: 155 Indian Avenue 5004, Lawrence, Kansas 66046;

(14) Northwest Region: Bureau of Indian Affairs, 911 NE. 11th Avenue, Portland, Oregon 97232-4169; and

(15) Eastern Oklahoma Region: Bureau of Indian Affairs, P.O. Box 8002, Muskogee, Oklahoma 74401.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the Systems Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.60.

An individual requesting records on himself or herself should send a signed, written inquiry to the Systems Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.63.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.71.

Individuals involved in accidents, supervisors of employees involved in accidents, supervisors of operations where public visitors are involved in accidents, officials responsible for oversight of contractors and concessionaires, safety professionals and other management officials, and individuals being considered for a Motor Vehicle Operation Authorization Card.

None.

Unclassified.

Records are maintained in office systems and databases at the Bureau of Indian Affairs, Office of Trust Services, U.S. Department of the Interior, 1849 C Street NW, Washington, DC 20240; other DOI program offices; BIA regional and field locations; and at DOI contractor facilities.

Individuals, non-Indians and Indians, and Indian tribal entities who are owners of land held in trust or restricted status by the Federal Government.

Individuals, non-Indians and Indian, Indian tribal entities, private businesses and financial institutions that have a permit, lease, contract, right-of-way, or other legal instrument approved by the Secretary of the Interior that allows them to use trust or restricted land, or to extract resources from the trust or restricted land.

This system may also contain information regarding DOI and BIA employees and officials who are acting in their official capacity to administer program activities, or who are involved in land title and resource management functions.

Records in this system include: (a) A legal land description, current ownership, probate and history of Indian trust lands, including title and beneficial ownership, and resources management, classification for all land held in trust or restricted status by the Federal Government for the benefit of Indian tribes and individual Indians; (b) any encumbrances against the title to land; (c) name, address, BIA identification number, phone number, information about parents of landowners for identification purposes, and Social Security number for each Indian or non-Indian land owner; (d) name, address, phone number and Federal tax identification number of each person or entity who has a permit, lease, contract, right-of-way, or other legal instrument approved by the Secretary of the Interior that allows such entity to use the trust or restricted land, or to extract renewable or non-renewable resources from such land; (e) name, address, phone number and Federal taxpayer identification number of any company that has a permit, lease, contract, right-of-way or other legal instrument approved by the Secretary of the Interior that allows such company to use the trust or restricted land or to extract renewable or nonrenewable resources from such land; (f) the term of the permit, lease, contract, right-of-way or other legal instrument; (g) records concerning individuals which have arisen as a result of that individual’s receipt of overpayment(s) relative to land disposal, leases, sales and rentals; (h) the trust income collected and distributed for such permit, lease, contract, right-of-way or other legal instrument; and (i) official correspondence, appraisals, maps, purchase offers, and other documents related to land consolidation efforts or other program activities that may include name, address, email address, phone number, age, date of birth, Social Security number, Tribal enrollment number, BIA identification number, land ownership interests in restricted or fractioned lands, and other information related to these program activities.

25 CFR Part 150, Land records and title documents; 25 CFR Part 151, Land Acquisitions; 25 CFR Part 152, Issuance of patents in fee, certificates of competency, removal of restrictions, and sale of certain Indian lands; 25 U.S.C. 311 (The Act of March 3, 1901), 31 Stat 1084, Public Law 56-382; 25 U.S.C. 393 (The Act of March 3, 1921), 41 Stat. 1232, Public Law. 66-359; 25 U.S.C. 2201 et. seq. (Indian Land Consolidation Act), 96 Stat. 2515, Public Law 97-459; 98 Stat. 3171, Public Law 98-608, Public Law 102-238; 25 U.S.C. 415 as amended by P.L. 112-151 (HEARTH Act of 2012); 43 U.S.C. 1601 (The Alaska Native Claims Settlement Act), 106 Stat. 2112-2125, Public Law 92-203; 25 U.S.C. 406 and 407 (The Act of June 25, 1910): 36 Stat 857; 61-313, 78 Stat 186-187; 25 U.S.C. 413 (The Act of February 14, 1920), 41 Stat 415; 47 Stat 1417; and 25 U.S.C. 2106 (Indian Mineral Development Act of 1982): 86 Stat 1940, Public Law 97-382.

TAAMS is the system of record for title and land resource management of Indian Trust and Restricted Land within the Department of the Interior (DOI) and the Bureau of Indian Affairs (BIA). TAAMS provides DOI and Tribal users access to trust asset data and trust asset management tools to create, modify and maintain records for land ownership, contracts, leases, and beneficial owners. TAAMS functionalities include title, leasing, accounting and reporting modules to maintain and track land title documents, contracts, right of way, revenue distributions, invoicing, collections, acquisitions, legal details relating to land transactions, receipt and distribution of trust funds, title status, owner inventory, chain of title, and oil and gas royalty distributions. TAAMS also supports DOI land consolidation activities, and provides an interface to Trust Funds Accounting System (TFAS), an accounting system used to meet DOI’s fiduciary trust responsibilities to manage the receipt, investment, and disbursement of monies held in trust for individual Indians, Alaskan Natives, and Tribes.

In addition to those disclosures generally permitted under 5 U.S.C. 552a (b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a (b) (3) as follows:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To state, territorial and local governments, and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system. (9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department’s efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media and the public, with the approval of the Public Affairs Officer in consultation with Counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e) (1), have been met.

(14) To any of the following entities or individuals, when the entity or individual makes a written request for names or mailing addresses of owners of any interest in trust or restricted lands, and information on the location of the parcel and the percentage of undivided interest owned by each individual:

(i) Other owners of interests in trust or restricted lands within the same reservation;

(ii) The tribe that exercises jurisdiction over the land where the parcel is located or any person who is eligible for membership in that tribe; and

(iii) Any person that is leasing, using, or consolidating, or is applying to lease, use, or consolidate, such trust or restricted land or the interest in trust or restricted lands.

(15) To Indian tribes entering into a contract or compacts of real estate or title functions under the Indian Self-Determination and Education Assistance Act, as amended.

(16) To Indian tribes (including tribal employees) that (1) operate, or are eligible to operate, land consolidation activities on behalf of the Department of the Interior (DOI), (2) agree to non-disclosure, and (3) submit a request in writing, upon a determination by the Department that such activities shall occur on the tribe’s reservation and when the information relates to owners of fractionated land. Information disclosed may include but not be limited to the following:

(a) Contact information;

(b) Relevant personal characteristics of the owner, including age, tribal membership, and whether alive or deceased;

(c) Details regarding the type of ownership, such as the type of interest and whether the interest is purchasable; and

(d) Status information on or about transactions, such as whether an offer has been sent, accepted or rejected, and whether the owner is a willing seller.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1996 (31 U.S.C. 3701(a)(3)).

Storage:

Paper records are maintained in file folders stored in file cabinets, and electronic records are maintained in password-protected systems, removable drives, computer servers, email and databases, and on media such as magnetic disk, diskette, compact discs and computer tapes.

Records are retrieved using either: (a) An identifier linked to a parcel; (b) an identifier for a property interest owner, such as name, Social Security number, tribe, tribal enrollment number, or census number; or (c) identifiers linked to encumbrances on ownership such as mortgages and rights-of-way.

Records are maintained in accordance with 43 CFR 2.226 and other applicable security and privacy policies and standards. Access to records is provided on a need-to-know basis only. During working hours, paper records are maintained in locked file cabinets under the control of authorized personnel.

Electronic records are safeguarded by permissions set to "Authenticated Users" which requires password login. The computer servers in which records are stored are located at a secured Department of the Interior and contractor facilities. Access to servers is granted to authorized personnel with the requisite security clearance and is based on business necessity in the performance of official duties. The Security Plan addresses the Department’s Privacy Act safeguard requirements for Privacy Act systems at 43 CFR 2.226. A Privacy Impact Assessment was conducted to ensure that Privacy Act safeguard requirements are met. The assessment verified that appropriate controls and safeguards are in place. Personnel authorized to access the system must complete all Security, Privacy, and Records Management training and sign the Rules of Behavior.

Paper records are covered by Indian Affairs Records Schedule records series, 4600, and have been scheduled as permanent records under National Archives and Records Administration (NARA) Job No. N1-075-06-7, approved March 23, 2006 and NARA Job No. N1-075-04-4, approved November 21, 2003. Records are maintained for a maximum of 5 years or when no longer needed for current business operations and then retired to the American Indian Records Repository, which is a Federal Records Center. In accordance with the Indian Affairs Records Schedule, the subsequent legal transfer of records to the National Archives of the United States will be as jointly agreed to between the United States Department of the Interior and the NARA.

Electronic records in this system are covered by Indian Affairs Records Schedules records series 2200-TAAMS, and have been scheduled as permanent records under NARA Job No. N1-075-09-8, approved on February 13, 2013. Records are maintained for a maximum of 2 years or when no longer needed for current business operations and then retired to the American Indian Records Repository.

Deputy Bureau Director, Bureau of Indian Affairs, Office of Trust Services, U.S. Department of the Interior, 1849 C Street NW, MS 4620-MIB, Washington, D.C. 20240.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager at the address identified above. To ensure proper handling of your request, the request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.235 and include the following information:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias;

(c) Your Social Security number;

(d) Mailing address;

(e) Tribe, tribal enrollment or census number;

(f) BIA home agency; and

(g) Time period(s) that records belonging to you may have been created or maintained, to the extent known by you.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager at the address identified above. To ensure proper handling of your request, the request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.238 and include the following information:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias;

(c) Your Social Security number;

(d) Mailing address;

(e) Tribe, tribal enrollment or census number;

(f) BIA home agency; and

(g) Time period(s) that records belonging to you may have been created or maintained, to the extent known by you.

Your request should specify whether you are seeking all of the records about you that may be maintained by the system, or only a specific portion of them. If you are only seeking a portion of them, you should describe those records you are seeking with sufficient detail to enable the records to be located with a reasonable amount of effort.

An individual requesting corrections or the removal of material from his or her records should send a signed, written inquiry to the System Manager at the address identified above. To ensure proper handling of your request, the request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR AMENDMENT." A request for access must meet the requirements of 43 CFR 2.246 and include the following information:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias;

(c) Your Social Security number;

(d) Mailing address;

(e) Tribe, tribal enrollment or census number;

(f) BIA home agency; and

(g) Time period(s) that records belonging to you may have been created or maintained, to the extent known by you.

Before you make such a request, you must have requested access to your records and have either inspected them or obtained copies of them as described above. You must also identify which record or portion thereof you are contesting, indicate why you believe that it is not accurate, relevant, timely, or complete, and provide a copy of any documents in your possession that support your claim with your letter. You may also propose specific language to implement the changes sought.

Records in the system are obtained from: (a) DOI Bureaus and Offices including Bureau of Indian Affairs, Office of the Special Trustee for American Indians, Office of Natural Resources Revenue, Bureau of Land Management, Office of Hearings and Appeals, and other Bureaus and Office programs; (b) other Federal, state and local agencies; (c) Tribal offices if the title or realty function is contracted or compacted under the Indian Self Determination and Education Assistance Act, Public Law 93-638; (d) Courts of competent jurisdiction, including tribal courts; (e) private, financial and business institutions, and entities; and (f) correspondents, participants, beneficiaries, land owners, and members of the public.

None.

(1) Area, Agency and Field Offices of the BIA. (2) Division of Automatic Data Processing Services, Bureau of Indian Affairs, 500 Gold Ave., SW, Albuquerque, NM 87103. (3) Contractors, including Indian tribal groups and other federal agencies. (For a listing of specific locations, contact the Systems Manager.)

Individual Indian and Indian tribal groups that are owners of real property held in trust by the government, and individuals or groups that are potential or actual lessees of that property.

Land description, heirship and current ownership of Indian trust lands and real property; identification of owners and lessees; water, surface and subsurface rights on that land; conservation, irrigation and land use projects; and information on all types of leases, including grazing, farming, minerals and mining, timber, business, etc; and records concerning individuals which have arisen as a result of that individual's receipt of overpayment(s) relative to the distribution of leased income.

25 U.S.C. 415.

The primary uses of the records are (a) to control leases on Indian trust lands and real property, (b) for the collection and distribution of lease income (c) protection of water, surface and subsurface rights on Indian trust lands, and (d) planning, and implementing conservation, irrigation and land use projects on Indian lands. Disclosures outside the Department of the Interior may be made, (1) to another Federal agency, a State or local government, Indian tribal group or contractor having jurisdiction of programs ordinarily the responsibility of the BIA, (2) to the Department of Justice when related to litigation or anticipated litigation, (3) of information indicating a violation or potential violation of a statute, regulation, rule, order or license to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license, (4) to title insurance and abstracting companies and attorneys for the purposes of determining ownership of and encumbrances against title.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage: Manual: Letter files and maps. Computer: Mag-tape.

(a) Indexed by name of identification number of the individual. Computer file is in order by reservation and then by land lease numbers. (b) Retrieved by manual search, use of computer printouts, and batch inquiries of the computer.

Most records are maintained in accordance with 43 CFR 2.51 for both manual and computer records. A program will be initiated to bring the safeguards for the remaining systems of records up to the same standards.

Records held two years after lease expiration and then transferred to the Federal Records Center. Records permanently retained on mag-tape. Prior information on mag-tape is erased as new data or changes are added.

Director, Office of Trust Responsibilities, Bureau of Indian Affairs, 18th and C Streets NW, Washington, DC 20245.

To determine whether the records are maintained on you in this system, write to the System Manager or, with respect to records maintained in the office for which he is responsible, an Area or Field Office Director, or an Agency Superintendent See 43 CFR 2.60.

To see your records, write the officials listed in the Notification procedure. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the System Manager. See 43 CFR 2.71.

Individual on whom record is maintained. Titles, deeds, birth and death notices, all types of land and water rights and usages documents.

(1) Joint Use Administrative Office, 125 E. Birch St. Arizona Bank Bldg., Flagstaff, Arizona 86001. (2) Division of Automatic Data Processing Services, Bureau of Indian Affairs, 500 Gold Ave., SW, Albuquerque, NM 87103.

Navajo and Hopi Indians who are residents of the Joint Use Area in Arizona.

Census enumerations, and inventories and ownerships of property improvements (includes livestock inventories).

25 U.S.C. 631, et seq.

The primary use of the records is to identify improvements locations, ownership and residents of the Joint Use Administration. Disclosures outside the Department of the Interior may be made (1) for Tribal Government use in adjudicating land disputes, (2) to Relocation Commission to identify resident and location and ownership of improvements, (3) U.S. Federal Courts concerned with the project, (4) to the U.S. Department of Justice when related to litigation or anticipated litigation, (5) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license, and (6) from the record of an individual in response to an inquiry from a Congressional office made at the request of that individual.

Storage:

Manual: Letter files and computer printouts at the JUA Office. Computer: Disk files with mag-tape backup.

(a) Indexed by name of individual. (b) Retrieved by manual search. Computer listings are by name in alphabetical order, also location and individual assigned number. Records are accessed from disk by location and individual's assigned number or a real estate improvement number in a batch process mode.

In accordance with 43 CFR 2.51.

Disk files are perpetual. Prior information on disk is erased as new data is added.

Project Officer, Joint Use Administrative Office, 125 E. Birch St., Arizona Bank Building, Flagstaff, Arizona 86001.

To determine whether the records are maintained on you in this system, write to the System Manager. See 43 CFR 2.60.

To see your records, write the System Manager or the Offices cited under "Systems Location" . Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the System Manager. See 43 CFR 2.71.

Navajo and Hopi residents of the Joint Use Area and enumeration surveyors who are interviewing claimants and physically examining property improvements.

This system is located at the Bureau of Indian Affairs, Office of Information Operations (OIO), 1011 Indian School Road, NW., Suite 177, Albuquerque, NM 87104. Records may also be located in regional offices responsible for collecting data and analyzing applications to determine an individual's eligibility to share in judgment fund distributions, and calling and conducting Secretarial elections.

Individual Indians who are applying for or have been assigned interests of any kind in Indian tribes, bands, pueblos or corporations, and individuals who are eligible to vote in Secretarial elections.

The system contains documents supporting individual Indian claims to interests in Indian tribal groups and includes name, maiden name, alias, address, date of birth, social security number, blood degree, enrollment/BIA number, date of enrollment, enrollment status, certification by the tribal governing body, telephone number, e-mail address, account number, marriages, death notices, records of actions taken (approvals, rejections, appeals), rolls of approved individuals; records of actions taken (judgment distributions, per capita payments, shares of stock); ownership and census data taken using the rolls as a base, records concerning individuals which have arisen as a result of that individual's receipt of funds or income to which that individual was not entitled or the entitlement was exceeded in the distribution of such funds.

25 U.S.C. Section 1401, Funds appropriated in satisfaction of judgments of Indian Claims Commission or United States Court of Federal Claims; and 25 CFR part 81, Tribal Reorganization under a Federal Statute.

The purpose of this system is to assist the BIA in collecting data to determine an Indian individual's eligibility to share in judgment fund distributions authorized by plans prepared pursuant to 25 U.S.C. Section 1401, Funds appropriated in satisfaction of judgments of Indian Claims Commission or United States Court of Federal Claims. The system also assists BIA in calling and conducting Secretarial elections under 25 CFR part 81, Tribal Reorganization under a Federal Statute.

Disclosures outside DOI may be made without the consent of the individual to whom the record pertains under the routine uses listed below:

(1)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs whether maintained by the Department or another agency or entity that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e)(1), have been met.

(14) To the Tribe, Band, Pueblo or Corporation of which the individual to whom a record pertains is a member or a stockholder.

Storage:

Records are maintained in paper form in file folders, locked file cabinets, and electronic media such as personal computers, magnetic disk, diskette, and computer tapes. The electronic records are contained in removable drives, computers, e-mail and electronic databases.

Records in the system can be retrieved by name, maiden name, alias, enrollment/BIA number, social security number, date of birth, and enrollment status.

Records are maintained in accordance with 43 CFR 2.51, Privacy Act Safeguards for records. Access is provided on a need-to-know basis. During working hours, paper records are maintained in locked file cabinets under the control of authorized personnel.

Electronic records are safeguarded by permissions set to "Authenticated Users" which requires password login. The computer servers in which records are stored are located in Department of the Interior facilities that are secured by alarm systems and off-master key access. Access granted to individuals is password protected. The Department's Privacy Act Warning Notice appears on the monitor screens when users access the system. Backup tapes are stored in a locked and controlled room, in a secure off-site location. The tapes are kept on the Data Center Floor for several weeks and then shipped to Iron Mountain, a secure off site location. Access to the Data Center is controlled by key card and only a select number of people have access. The Security Plan addresses the Department's Privacy Act minimum safeguard requirements for Privacy Act systems at 43 CFR 2.51. A Privacy Impact Assessment was conducted to ensure that Privacy Act requirements and safeguard requirements are met. The assessment verified that appropriate controls and safeguards are in place. Personnel authorized to access the system must complete all Security, Privacy, and Records management training and sign the Rules of Behavior.

Paper records are covered by Indian Affairs Records Schedule (IARS) records series 3700, and have been scheduled as permanent records under NARA Job No. N1-075-05-1 approved on March 31, 2005. Records are maintained in the office of records for a maximum of 5 years after the end of the calendar year in which tribal membership rolls are completed, when enrollments are updated, when enrollment periods are completed, when memberships are closed, and when per capita payments are disbursed to tribal members. The records are then retired to the American Indian Records Repository which is a Federal Records Center. In accordance with the Indian Affairs Records Schedule, the subsequent legal transfer of records to the National Archives of the United States will be as jointly agreed to between the United States Department of the Interior and the National Archives and Records Administration (NARA).

A records retention schedule for the electronic records in this system is being developed and will be submitted to NARA for scheduling and approval. Pending approval by NARA, electronic records will be treated as permanent records. Data backups or copies captured on magnetic disk, diskette and computer tapes that are maintained separately from database files are temporary and are retained in accordance with General Records Schedules (GRS) 20/8 and 24/4(a).

Deputy Bureau Director for Indian Services, 1849 C Street, NW., MS 4513-MIB, Washington, DC 20240.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.60.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.63.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.71.

Records are obtained from individual Indians who are applying for or have been assigned interests of any kind in Indian tribes, bands, pueblos or corporations, and individuals who register to vote in Secretarial elections. Records are also obtained directly from tribal governing bodies of Federally Recognized Indian Tribes. These tribes may submit enrollment information by tribal resolutions and code sheets.

None.

This system is located at the Bureau of Indian Affairs, Office of Information Operations (OIO), 1011 Indian School Rd., NW., Suite 177, Albuquerque, NM 87104. Records may also be located in regional offices providing social services and direct assistance to individual Indians.

Individuals who have applied for or are receiving social services or direct assistance from the BIA, including children, adults, elderly, and family members; individuals who provide services such as foster care, residential care, guardianship, and adoption subsidy; and individuals who provide services from funeral homes, local businesses and other Federal, state, local and tribal provider agencies.

The system contains records and information pertaining directly to individuals including name, Social Security Number, Date of Birth, Date of Death, Tribal Enrollment Information, Individual Indian Monies (IIM) Trust Account Information, telephone number, address, aliases, marital status, financial and educational information, and account number. Records also includes information on business entities, organizations, individuals, and Federal, state, local or tribal agencies that provide social services or assistance to individuals covered by this system. Other records may include case files and related card files giving history of social services and direct assistance to individual Indians, and records concerning individuals which have arisen as a result of that individual's receipt of payment or overpayment of direct assistance funds which the individual was not entitled and/or for the misuse of funds disbursed under the direct entitlement program.

25 U.S.C. 13, the Snyder Act of 1924; 25 CFR part 20, Financial Assistance and Social Services Program; 25 CFR Part 23, Indian Child Welfare Act; and 25 CFR Part 115, Trust Funds for Tribes and Individual Indians.

The purposes of the system are (a) To provide individual records on social services and direct assistance to individual Indians; (b) to provide management with an automated information system for program planning, management utilization, and adequate reporting for performance and compliance management; (c) to improve the case worker's productivity and decision-making process by providing more complete case information, while enabling better resource management; (d) to automate the application process and case workflow to ensure compliance with eligibility criteria; (e) to provide adequate tracking and record-keeping; and (f) to support the financial payments to eligible Indian clientele.

Disclosures outside DOI may be made without the consent of the individual to whom the record pertains under the routine uses listed below:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs whether maintained by the Department or another agency or entity that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e)(1), have been met.

(14) To another Federal agency, state or local government, Indian tribal group, or to any individual or establishment that will have jurisdiction whether by contract to the BIA, by assumption of trust responsibilities or by other means, for social services programs now controlled by the BIA.

(15) To another Federal agency, state or local government, or Indian tribal governmental officials responsible for administering child protective services in carrying out his or her official duties.

(16) To a guardian or guardian ad litem of a child named in the report.

(17) To another Federal agency, state or local government, or Indian tribal agencies authorized to care for, treat, or supervise abused or neglected children whose policies also require confidential treatment of information.

(18) To members of community child protective teams for the purposes of establishing a diagnosis, formulating a treatment plan, monitoring the plan, investigating report of suspected physical child abuse or neglect and making recommendations to the appropriate court of competent jurisdiction, whose policies also require confidential treatment of information.

Records are maintained in paper form in file folders stored in file cabinets, and electronic media such as personal computers, magnetic disk, diskette, and computer tapes. The electronic records are contained in removable drives, computers, email and electronic databases.

Information within this system can be retrieved by an individual's first name, last name, Social Security Number, Date of Birth, Date of Death, Tribal Enrollment Information, IIM Trust Account Information, telephone number, aliases and account number.

Records are maintained in accordance with 43 CFR 2.51, Privacy Act safeguards for records. Access is provided on a need-to-know basis. During working hours, paper records are maintained in locked filed cabinets under the control of authorized personnel.

Electronic records are safeguarded by permissions set to "Authenticated Users" which requires password login. The computer servers in which records are stored are located in Department of the Interior facilities that are secured by alarm systems and off-master key access. Access granted to individuals is password protected. The Department's Privacy Act Warning notice appears on the monitor screens when users access the System. Backup tapes are stored in a locked and controlled room, in a secure off-site location. The tapes are kept on the Data Center floor for several weeks and then shipped to Iron Mountain, a secure off site location. Access to the Data Center floor is controlled by key card and only a select number of people have access. The Security Plan addresses the Department's Privacy Act minimum safeguard requirements for Privacy Act systems at 43 CFR 2.51. A Privacy Impact Assessment was conducted to ensure that Privacy Act requirements and safeguard requirements are met. The assessment verified that appropriate controls and safeguards are in place. Personnel authorized to access the system must complete all Security, Privacy, and Records management training and sign the Rules of Behavior.

Paper records are covered by Indian Affairs Records Schedule (IARS) records series 3600, and have been scheduled as permanent records under NARA Job No. N1-075-05-1 approved on March 31, 2005. Records are maintained in the office of records for a maximum of 5 years after the end of the calendar year in which the case or agreement is closed and then retired to the American Indian Records Repository which is a Federal Records Center. In accordance with the Indian Affairs Records Schedule, the subsequent legal transfer of records to the National Archives of the United States will be as jointly agreed to between the United States Department of the Interior and the National Archives and Records Administration (NARA).

A records retention schedule for the electronic records in this system is being developed and will be submitted to NARA for scheduling and approval. Pending approval by NARA, electronic records will be treated as permanent records. Data backups or copies captured on magnetic disk, diskette and computer tapes that are maintained separately from database files are temporary and are retained in accordance with General Records Schedules (GRS) 20/8 and 24/4(a).

Deputy Bureau Director for Indian Services, Division of Human Services, 1849 C Street, NW., MS 4513-MIB, Washington, DC 20240.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.60.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.63.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.71.

The information in the system is obtained from individuals applying for or receiving social services or direct assistance from BIA; individuals providing services for foster care, residential care, guardianship, and adoption subsidy; and individuals providing services from funeral homes, local businesses, and provider agencies. The Application for Financial Assistance and Social Services and the Individual Self-Sufficiency Plan (OMB Control No. 1076-0017), signed by the client, permits the BIA to gather information from other agencies and programs, including tribal, local, state, and/or Federal programs from which the individual received services or assistance.

None.

All Area and Agency Offices of the BIA. (For a listing of specific locations, contact the Systems Manager.)

Applicants requesting licenses to trade on Indian reservations.

Case files containing applications, bond forms, copies of licenses and related correspondence.

25 U.S.C. 261.

The primary use of the record is to identify individuals authorized to trade Indian reservations. Disclosures outside the Department of the Interior may be made (1) to the U.S. Department of Justice when related to litigation or anticipated litigation, and (2) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license.

Storage:

Manual: Letter files at Area and Agency Offices.

(a) Indexed alphabetically by name of applicant. (b) Retrieved by manual search.

In accordance with 43 CFR 2.51.

Transfer to the GSA Federal Records Center five years after case becomes inactive.

Director, Office of Indian Services, Bureau of Indian Affairs, 18th and C Streets NW, Washington, DC 20245.

To determine whether the records are maintained on you in this system, write to the System Manager or, for records maintained in the office for which he is responsible, an Agency Superintendent or an Area Director See 43 CFR 2.60.

To see your records, write the officials listed in the Notification procedure. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the System Manager. See 43 CFR 2.71.

Individual on whom record is maintained.

(1) Division of Housing Services, Bureau of Indian Affairs, 1951 Constitution Avenue, NW, Washington, DC 20245. (2) All Area and Agency Offices. (For a listing of specific locations, contact the System Manager.)

Individual Indians who qualify as housing improvement participants.

(1) Housing applications, financial records, and engineering drawing material, and (2) records concerning individuals which have arisen as a result of that individual's receipt of Housing Improvement Program funds for which the individual did not meet prescribed eligibility criteria, or as a result of the individual's misuse of funds for the purpose(s) disbursed.

25 U.S.C. 13.

The primary uses of the records are (a) to maintain a management control of funds distributed to each individual and (b) to provide a progress report on housing improvements. Provides management with an automated information system for program planning, reporting and management utilization. disclosures outside the Department of the Interior may be made (1) disclosure or transfer to another Federal agency, a State or local government, an Indian tribal group or a contractor that will have jurisdiction over programs now controlled by the BIA (2) to the U.S. Department of Justice when related to litigation or anticipated litigation, (3) of information indicating a violation or to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license, (4) from the record of an individual in response to an inquiry from a Congressional office made at the request of that individual, (5) to a Federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of a security clearance, license, contract, grant or other benefit.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Manual letter files. Computer: Maintained in computer translatable form on magnetic tape for automated areas.

(a) Indexed by name of applicant. (b) Retrieved by manual search.

In accordance with 43 CFR 2.51.

Records permanently retained.

Director, Office of Indian Services, Bureau of Indian Affairs, 18th and C Sts, NW, Washington, DC 20245

To determine whether the records are maintained on you in this system, write to the System Manager or, with respect to records maintained in the office for which he is responsible, the Agency Superintendent or the Area or Field Office Director. See 43 CFR 2.60

To see your records, write the officials listed in the Notification procedure. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request correction or the removal of material from your files, write the System Manager. See 43 CFR 2.71.

Individual on whom record is maintained.

(1) Office of Indian Services, Bureau of Indian Affairs, 18th and C Streets, NW, Washington, DC 20245. (2) Division of ADP Services, Bureau of Indian Affairs, 500 Gold Ave., SW, Albuquerque, NM 87103. (3) Area and Agency Offices. (For a listing of specific locations, contact the Systems Manager.)

Indian Business Grant applicants.

(1) Grant application and supporting documents including financial transactions recording obligations and disbursements of grant funds, and (2) records concerning individuals which have arisen as a result of that individual's receipt of grant funds for which the individual did not meet prescribed eligibility criteria or as a result of the individual's misuse of funds for the purpose(s) disbursed.

88 Stat. 77 (1974).

The primary use of the record is to identify individual receiving grant. Disclosures outside the Department of the Interior may be made (1) transfer or disclosure to another Federal agency, a State or local government, an Indian tribal group or a contractor that will have jurisdiction over programs now managed by the BIA, (2) to the Economic Development Administration, Farmers Home Administration and Small Business Administration in regard to participating funding packages between these agencies and BIA, (3) to the U.S. Department of Justice when related to litigation or anticipated litigation, (4) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license, (5) from the record of an individual in response to an inquiry from a Congressional office made at the request of that individual.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Manual: Letter files and computer printouts. Computer: Mag-tape/disk.

(a) Indexed by individual's name or control number. (b) Retrieved by manual search and through batch inquiries of computer.

In accordance with 43 CFR 2.51.

Records permanently retained. Prior information on mag-tape is erased as new data is added.

Director, Office of Indian Services, Bureau of Indian Affairs, 18th and C Streets NW, Washington, DC 20245.

To determine whether the records are maintained on you in this system, write to the Systems Manager or, with respect to records maintained in the office for which he is responsible, an Area Director or an Agency Superintendent. (See 43 CFR 2.60).

To see your records, write the Systems Manager or the offices cited under "Systems Location" . Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the Systems Manager. See 43 CFR 2.71.

Individual on whom record is maintained. Legal records such as titles, deeds, probates and birth notices.

Area and Agency Offices. (For a listing of specific locations, contact the Systems Manager.)

Individual Indians who mortgaged trust land to customary lenders.

Mortgage records and supporting documents.

25 U.S.C. 483(a).

The primary uses of the records are (a) to furnish lender with information on applicant and on status of land and (b) to maintain current information on payments and balances of loan. Disclosures outside the Department of the Interior may be made (1) to disclose or transfer to another Federal agency, a State of local government, an Indian tribal group or a contractor that will have jurisdiction over programs now managed by the BIA, (2) to the Economic Development Administration, Farmers Home Administration and Small Business Administration in regard to participating funding between those agencies and BIA, (3) to the U.S. Department of Justice when related to litigation or anticipated litigation, (4) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license, and (5) from the record of an individual in response to an inquiry from a Congressional office made at the request of that individual, (6) to title insurance and abstracting companies and attorneys for the purposes of determining ownership of and encumbrances against title.

Storage:

Manual: Letter files.

(a) Indexed by individual's name. (b) Retrieved by manual search.

In accordance with 43 CFR 2.51.

Records are permanently retained.

Director, Office of Trust Responsibilities, Bureau of Indian Affairs, 18th and C Streets NW, Washington, DC 20245

To determine whether the records are maintained on you in this system, write to the System Manager or, with respect to records maintained in the office for which he is responsible, an Area or Field Office Director, or any Agency Superintendent. (See 43 CFR 2.60.)

To see your records, write the officials listed in the Notification procedure. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. (See 43 CFR 2.63.)

To request correction or the removal of material from your files, write the System Manager. (See 43 CFR 2.71.)

Mortgage applicants.

(1) Office of Indian Energy and Economic Development, 1951 Constitution Avenue NW., MS SIB-20, Washington, DC, 20245.

(2) Loan Accounting Section, Bureau of Indian Affairs (BIA), 1001 Indian School Road NW., Ste. 349, Albuquerque, NM, 87104. (Send correspondence to: P.O. Box 7430, Albuquerque, NM, 87194-7430.)

(3) System Administrator--LOMAS, National Business Center, 421 Gold Street SW., Suite 103, Albuquerque, NM, 87102.

(4) BIA Regional and Agency credit offices. For a listing of specific locations, contact the System Manager, at the address provided below.

(1) Applicants who applied for or received loan guaranties, loan insurance, or interest subsidies.

(2) Applicants who applied for guarantied bonds.

(3) Purchasers of guarantied or insured loans.

(1) Loan applications, including but not limited to loan collateral information, loan collection information, loan approval information, loan budget validation, and loan disbursement information;

(2) Supporting documents for loans;

(3) Borrower information including name, address, birth date, phone number, loan guaranty number, tribal name, record of payment cards, guaranty agreements, eligibility certificates, default documents, and/or promissory notes;

(4) Information pertaining to individuals who refuse to make required loan payments when it is determined by the Department of Treasury that they have sufficient assets to pay and/or as a result of the individual misuse of loan proceeds;

(5) Interest subsidy requests;

(6) Loan extension approvals;

(7) Information on loan applications not approved for guaranty or insurance; and

(8) Account information for individuals approved for loans, which includes loan account status, loan advance and subsidy status and approval status, loan number and borrower ID.

This system of records is maintained under the authority of Public Law 98-449, codified at 25 U.S.C. 1451, which authorizes the Department of the Interior to finance economic development on Indian Reservations.

The primary use of the records is to administer the Loan Guaranty and Insurance Program by tracking and recording payments and unpaid balances and providing information on payments made for paying interest subsidy, credits obtained, service loans made, and premiums paid by lenders.

Disclosures outside the Department of the Interior may also be made:

(1) To the Department of the Treasury and/or Justice in the form of information on individual delinquent borrowers or borrowers who have misused funds in order to support debt collection efforts.

(2) To Congress in the form of periodic reports on the status of the Indian Affairs Loan Guarantee, Insurance and Interest Subsidy Program in order to document the use of program funds.

(3) To credit reporting agencies in the form of basic information regarding payment delinquencies in order to satisfy Federal claims collection standards.

(4) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The Department of Justice (DOJ);

(ii) A court, adjudicative or other administrative body;

(iii) A party in litigation before a court or adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled.

(5) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if covered individual is deceased, has made to the office.

(6) To any criminal, civil, or regulatory law enforcement authority (whether federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(7) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(8) To Federal, State, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing, or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(10) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(11) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(12) The appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made of such agencies, entities, and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(13) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(14) To the Department of the Treasury to recover debts owed to the United States.

(15) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:

Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to consumer reporting agencies as they are defined by the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are stored in both manual and electronic format. Manual records are maintained in letter files, application files, and computer printouts. Electronic records are maintained in network access storage, on hard disks, and on magnetic tapes.

Records are:

(a) Indexed by name of borrower, loan guaranty number, and tribal name when applicable.

(b) Retrieved by manual search or computer inquiry.

LOMAS is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records is limited to authorized personnel whose official duties require such access; agency officials have access only to records pertaining to their agencies.

(1) Physical Security: Paper or electronic format records are maintained in locked file cabinets and/or in secured rooms.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data is protected through user identification, passwords, database permissions, and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify unauthorized access. A Privacy Impact Assessment was completed for LOMAS and is updated at least annually to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met.

(3) Administrative Security: All DOI and contractor employees with access to LOMAS are required to complete Privacy Act, Records Management Act, and Security Training.

Records relating to individuals covered by this system are retained in accordance with the 16 Bureau of Indian Affairs Manual (BIAM), as approved by the National Archives and Records Administration (NARA), and are scheduled for permanent retention. All records of guarantied or insured loans are stored permanently. Records of loans that are paid, cancelled, or otherwise disposed of are archived. Records of rejected loans are stored for 1 year and then archived.

Director, Office of Indian Energy and Economic Development, Office of the Assistant Secretary--Indian Affairs, 1951 Constitution Avenue, NW., MS SIB-20,Washington, DC 20245.

Inquiries regarding the existence of records should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.60.

A request for access may be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Information is received from individuals on whom the records are maintained, commercial banks, BIA employees and contractors, and purchasers of guarantied or insured loans.

None.

(1) Division of Accounting Management, Bureau of Indian Affairs, 500 Gold Ave., SW, Albuquerque, NM 87103. (2) All Area, Agency, and Field Offices (including the Washington Office) of the BIA. (For a listing of specific locations, contact the Systems Manager.)

Individuals who are traveling at government expense.

(1) Travel authorization, advances and vouchers, and (2) records concerning an individual's inability to file a proper travel voucher within prescribed time lines to liquidate a travel advance, to repay the difference between an advance and an audited travel voucher, or as a result of an individual's misuse of funds advanced for official travel.

5 U.S.C. 5701, et seq.

The primary use of the record is to identify individuals who are authorized to travel and be reimbursed by the government. Disclosures outside the Department of the Interior may be made (1) disclosure or transfer to another Federal agency, a State or local government, an Indian tribal group or a contractor that will have jurisdiction over programs now controlled by the BIA and that require personal travel at program expense, (2) to the U.S. Department of Justice when related to litigation or anticipated, lititgation, (3) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license.

Disclosure to consumer reporting agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Manual: Input documents and printed copies are maintained at the Albuquerque Office and at Area, Agency and Field Offices for individuals under their jurisdiction; Computer: Maintained in computer translatable form on mag-tape.

(a) Indexed by name or identification number of traveler. (b) Retrieved by manual search or batch computer processing.

In accordance with 43 CFR 2.51.

Records are retained in current status pending final action which is accomplished through batched computer processing. Historical records retained one year then transferred to Federal Records Center.

Director, Office of Administration, Bureau of Indian Affairs, 1951 Constitution Avenue, NW, Washington, DC 20245.

To determine whether the records are maintained on you in this system, write to the System Manager or, with respect to records maintained in the office for which he is responsible, the Agency or School Superintendent, or the Area or Field Office Director. See 43 CFR 2.60.

To see your records, write the officials listed in the Notification procedure. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the System Manager. See 43 CFR 2.71.

Individual on whom record is maintained.

Central Office, Area, Agency and Field Office of the BIA. (For a listing of specific locations, contact the Systems Manager.)

Federal employees who are assigned to travel as part of their job.

(1) Copies of reports to supervisors and management officials documenting employee travel, findings and recommendations, and (2) records concerning an individual's failure to submit a prescribed trip report to substantiate official travel when the individual was granted an advance for such travel and as a result of an official trip report that does not substantiate the travel authorized and the individual was advanced funds and/or reimbursed funds for authorized travel.

5 U.S.C. 5701, 25 U.S.C.

The primary use of the record is to provide local files which identify staff officer trip reports by name of individual for each BIA program office. Disclosures outside the Department of the Interior may be made (1) to the U.S. Department of Justice when related to litigation or anticipated litigation, (2) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license.

Disclosure to consumer reporting agencies:

Disclosure pursuant to 5 U.S.C. 552a(b)(12). Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Manual-letter files.

(a) Indexed alphabetically by name of traveler. (b) Retrieved by manual search.

In accordance with 43 CFR 2.51.

As administrative copies, records are destroyed after four years.

Deputy Assistant Secretary--Indian Affairs (Operations), U.S. Department of the Interior, 18th and C Streets, NW, Washington, DC 20240.

To determine whether the records are maintained on you in this system, write to the Agency Superintendent, the Area or Field Office director with respect to records maintained in the office for which he is responsible or to the System Manager in the Washington Office. See 43 CFR 2.60.

To see your records, write the officials listed in the Notification procedure. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the System Manager. See 43 CFR 2.71.

Individual travelers who prepare the reports.

Central Office, Area, Agency and Field Offices of the BIA. (For a listing of specific locations, contact the Systems Manager.)

Federal employees who are authorized to travel at government expense.

Copies of correspondence, requests, travel authorizations and orders, itineraries and similar papers pertaining to an employees travel.

5 U.S.C. 5701, et seq.

The primary use of the records are (a) to provide administrative copy files on each traveler for local office use. (b) Provides management with an automated information system for program planning, reporting and management utilization. Disclosures outside the Department of the Interior may be made (1) to the U.S. Department of Justice when related to litigation or anticipated litigation, and (2) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license.

Storage:

Manual: Letter files; Computer: Maintained in computer translatable form on magnetic tape for automated areas.

(a)Indexed alphabetically by name of traveler. (b) Retrieved by manual search.

In accordance with 43 CFR 2.51.

As administrative copies, records are destroyed after four years.

Director, Office of Administration, Bureau of Indian Affairs, 1951 Constitution Avenue, NW, Washington, DC 20242.

To determine whether the records are maintained on you in this system, write to the System Manager or with respect to records maintained in the office for which he is responsible, the Agency or School Superintendent, or the Area or Field Office Director. See 43 CFR 2.60.

To see your records write the officials listed in the Notification procedure. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the System Manager. See 43 CFR 2.71.

Individual on whom record is maintained.

(1) All District, Agency, and Field Offices of the Bureau of Indian Affairs (BIA), Office of Law Enforcement Services (OLES); (2) BIA, OLES, 1849 C Street, NW., MIB, Washington, DC 20240. (For a listing of specific locations, contact the Systems Manager.)

Individual complainants in criminal cases, individuals investigated or arrested for criminal or traffic offenses, or certain types of non-criminal incidents, or any person involved in or witnessing incidents requiring the attention of BIA, OLES.

The files include accident reports and incident reports which may contain any of the following: Name, address, social security number, date of birth, telephone numbers, and other personal identifiers; date and case numbers; related correspondence; fingerprint information; vehicle description and license data; passenger data; insurance data; emergency contact information; law enforcement officers' names; agency identifiers; sketches and/or photographs; hospital and other medical records.

25 U.S.C. 1, 1a, 13; 18 U.S.C. 3055; Act of May 10, 1939, 58 Stat. 693; 53 Stat. 520.

The primary uses of the records are: (1) To identify incidents in which individuals were involved, (2) to retrieve the report for information for the individual involved, such as accident reports and reports of damaged, lost or stolen property, (3) as a basis for criminal investigations conducted by the Bureau of Indian Affairs, Office of Law Enforcement Services, (4) to assist Federal, State, tribal, and local law enforcement agencies working in areas contiguous to areas under the jurisdiction of the BIA, (5) for the purpose of accident cause identification and to formulate accident prevention programs for improvement in traffic patterns, and (6) to formulate statistical reports necessary for the continued operation of the program.

Disclosures outside the Department of the Interior may be made:

(1) To the U.S. Department of Justice when related to litigation or anticipated litigation;

(2) Of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local, foreign, or tribal agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order, or license;

(3) To a congressional office in response to a written inquiry an individual covered by the system has made to the congressional office about him or herself;

(4) To Federal, State, local, or tribal agencies or contractors where necessary and relevant to the hiring, retention, removal, or processing of a personnel action of an employee or the issuance of a security clearance, contract, license, grant, or other benefit;

(5) To Federal, State, local, or tribal governmental officials responsible for administering child protective services in carrying out his or her official duties;

(6) To agencies authorized to care for, treat, or supervise abused or neglected children whose policies also require confidential treatment of information;

(7) To members of community child protective teams for the purposes of establishing a diagnosis, formulation of a treatment plan, monitoring the plan, investigating reports of suspected physical child abuse or neglect, and making recommendations to the appropriate court of competent jurisdiction, whose policies also require confidential treatment of information;

(8) For the purpose of providing information on traffic accidents, personal injuries, or the loss or damage of property may be made to: (a) Individuals involved in such incidents; (b) persons injured in such incidents; (c) owners of property damaged, lost or stolen in such incidents; and/or

(d) These individuals' duly verified insurance companies, personal representatives, and/or attorneys. The release of information under these circumstances should only occur when it will not: (a) Interfere with ongoing law enforcement proceedings, (b) risk the health or safety of an individual, or (c) reveal the identity of an informant or witness that has received an explicit assurance of confidentiality. Social security numbers should not be released under these circumstances unless the social security number belongs to the individual requester;

(9) To Federal, State, local, tribal organizations, and contractors for the purpose of incident cause identification and to formulate incident prevention programs for improvement of public safety;

(10) To Federal, State, local, and tribal organizations responsible for the formulation of statistical reports necessary for the continued operation of the program;

(11) To tribal organizations when necessary and relevant to the assumption of a program under Public Law 93-638, the Indian Self-Determination and Education Assistance Act, 25 U.S.C. 450 et seq.

Storage:

Maintained in manual form in file folders and electronic media such as personal computers.

Cross referenced by individual's name, case number, and other information linked to the individuals in the report.

Maintained in accordance with 43 CFR 2.51 Privacy Act safeguards for records. Access is provided on a need-to-know basis only. Manual records are maintained in locked file cabinets under the control of authorized personnel during working hours, and according to the manual maintenance standards identified in Department of the Interior Regulations at 43 CFR 2.51. Electronic records are safeguarded by permissions set to "Authenticated Users" which requires password logon.

Records are maintained in accordance with record retentions outlined in 16 BIAM or the current BIA Records Schedule. Records are retired to the appropriate Federal Records Center in accordance with BIA records management policies.

Deputy Bureau Director, Office of Law Enforcement Services, Bureau of Indian Affairs, United States Department of Interior, 1849 C Street, NW., MIB, Washington, DC 20240.

Under the general exemption authority provided by 5 U.S.C. 552a(j)(2), the Department of the Interior has adopted a regulation, 43 CFR 2.79(a), which exempts this system from all of the provisions of 5 U.S.C. 552a and the regulations in 43 CFR part 2, subpart G, except subsections (b), (c)(1) and (2), (e)(4)(A) through (F), (e)(6), (7), (9), (10), and (11) and (i) of 5 U.S.C. 552a and the portions of the regulations in 43 CFR part 2, subpart G, implementing these subsections. The reasons for adoption of this regulation are set out at 40 FR 37317 (August 26, 1975).

Agency Offices (For a listing of specific locations, contact the Systems Manager.)

Indian stockholders.

Records of purchase of stock in Indian associations by individuals.

25 U.S.C. 1, 1a, 13.

The primary use of the record is to identify individual Indians who have stocks in Indian Associations. Disclosures outside the Department of the Interior may be made (1) to another Federal agency, State of local government, an Indian tribal group or a contractor that will have jurisdiction over programs now managed by the BIA, (2) to the Economic Development Administration. Farmers Home Administration and Small Business Administration in regard to participating funding between these agencies and the BIA, (3) to the U.S. Department of Justice when related to litigation or anticipated litigation, (4) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license, and (5) from the record of an individual in response to an inquiry from a Congressional office made at the request of that individual.

Storage:

Letter files.

(a) Indexed by individual's name. (b) Retrieved by manual search.

In accordance with 43 CFR 2.51.

Destroy three years after disposal of stocks.

Director, Office of Indian Services, Bureau of Indian Affairs, 18th and C Streets, NW, Washington, DC 20245.

To determine whether the records are maintained on you in this system, write to the System Manager or, with respect to records maintained in the office for which he is responsible, an Area or Field Office Director, or an Agency Superintendent. See 43 CFR 2.60.

To see your records, write the officials listed in the Notification procedure. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the System Manager. See 43 CFR 2.71.

Individual on whom record is maintained.

Office of Administration, Bureau of Indian Affairs, 1951 Constitution Avenue, NW, Washington, DC 20245.

Individuals who correspond with or apply to the BIA Central Office on significant business or program matters.

Subject and case files pertaining to individual Indians and tribes on various BIA programs and subject matters.

5 U.S.C. 301, 43 U.S.C. 1457, 44 U.S.C. 3101, Reorganization Plan 3 of 1950, 25 U.S.C. la, 2.

The primary use of the record is to provide information for use by Department of the Interior; BIA; Indian Tribes; Indian Claims Commission; and the Indian Claims Division, Office of Finance, GSA. Disclosures outside the Department of the Interior may be made (1) to another Federal agency, a State or local government, an Indian Tribal Group or a contractor that will have jurisdiction over programs now controlled by the BIA, (2) to the U.S. Department of Justice when related to litigation or anticipated litigation, (3) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license, and (4) from the record of an individual in response to an inquiry from a Congressional office made at the request of that individual.

Storage:

Manual: Letter files.

(a) Cross-indexed by name of person or firm name and subject. (b) Retrieved by manual search.

In accordance with 43 CFR 2.51.

Records are permanent and are transferred to the GSA Federal Records Center after four years.

Director, Office of Admininstration, Bureau of Indian Affairs, 1951 Constitution Avenue, NW, Washington, DC 20245.

To determine whether the records are maintained on you in this system write to the System Manager. See 43 CFR 2.60.

To see your records, write the System Manager. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the System Manager. See 43 CFR 2.71.

Individual on whom the record is maintained.

Office of the Commissioner, Bureau of Indian Affairs, Department of the Interior, 18th and C Streets, NW, Washington, DC 20245.

U.S. Senators and Congressmen, Governors of States, Indian leaders.

Correspondence.

5 U.S.C. 301, 43 U.S.C. 1457, 44 U.S.C. 3101, Reorganization Plan 3 of 1950, 25 U.S.C. 1a, 2.

The primary use of the record is to provide control for prompt handling or priority correspondence by the Bureau of Indian Affairs. Disclosures outside the Department of the Interior may be made (1) to the U.S. Department of Justice when related to litigation or anticipated litigation, and (2) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license.

Storage:

Maintained in manual form in file folders.

Indexed alphabetically by name of congressman or letter writer.

Maintained with safeguards meeting the requirements of 43 CFR 2.51 for manual records.

Copies are destroyed after one year.

Deputy Assistant Secretary--Indian Affairs (Operations), Bureau of Indian Affairs, Department of the Interior, 18th and C Streets, NW, Washington, DC 20245.

To determine whether the records are maintained on you in this system, write to the System Manager. See 43 CFR 2.60.

To see your records, write the System Manager. Describe as specifically as possible the records sought. If copies are desired, indicate the maximum you are willing to pay. See 43 CFR 2.63.

To request corrections or the removal of material from your files, write the System Manager. See 43 CFR 2.71.

Individual from whom incoming letter was received.

(1) Bureau of Indian Education (BIE) Central Office, 1849 C Street, NW., MS 3609, Washington, DC 20240.

(2) Bureau of Indian Affairs (BIA) Albuquerque Data Center, 1011 Indian School Road, NW, Albuquerque, NM 87104.

(3) Infinite Campus, 2 Pine Tree Drive, Suite 302, Arden Hills, MN 55112.

(4) BIE-specific school locations. For a listing of specific locations, contact the Systems Manager.

All students who attend BIE-funded primary and secondary schools;

All education staff who work at BIE-funded primary and secondary schools, including school administrators, principals, registrars, school clerks, teachers, teacher aides, counselors, school bus drivers (for certifications), janitorial staff, food service staff, school complex security staff, and dormitory staff; and

Parents or guardians of, and emergency or authorized contacts for, students attending BIE-funded primary and secondary schools.

School staff information including, but not limited to, staff ID number, qualifications for staff position, school district of employment and school district assignments, home address, home phone number, and e-mail address;

Student information including name, birth date, address, phone number, e-mail address, student ID information, student photo, school, residential enrollment, free or reduced meal status, and household census information;

Student tribal affiliation, tribal certificate type, and validation of tribal membership;

Student contact information including contact information for parents or guardians or other parties to contact in an emergency, and relationships of students to emergency contacts;

Records documenting student behavior including information on behavior problems and the resolution of the problems;

Transcripts, test scores, grades, education level, classes available, class scheduling, special education data, gifted and talented data, instructional and residential attendance;

School bus transportation data;

Languages spoken by students, level of English proficiency, indigenous Indian languages spoken, and preferred language;

Immunization records of students, health conditions of students and other information pertaining to student health, including treatments for health problems.

This system of records is maintained under the authority of 25 U.S.C. 1, 1a, 13; 25 U.S.C. 480; Public Law 95-561 and subsequent amendments; 25 CFR parts 31, 36, and 39; the Snyder Act (25 U.S.C. 13); Johnson O'Malley Act (codified as amended, 25 U.S.C. 452 (2000)); Elementary and Secondary Education Act (20 U.S.C. 6301); Tribally Controlled Schools Act (25 U.S.C. 2501 et seq.); Indian Self-Determination and Education Assistance Act (25 U.S.C. 450); Indian Education Amendments of 1978 (25 U.S.C. 2001 et seq.); Individuals with Disabilities Education Act (IDEA) (20 U.S.C. 1400 et seq.); Improving America's Schools Act (Pub. L. 103-382); and the No Child Left Behind Act of 2002 (NCLBA) (Pub. L. 107-110).

The system is used to administer BIE-funded schools by providing high quality data to legitimate users. NASIS serves as the BIE's primary tracking and reporting system for students attending BIE-funded schools and for duty certifications of employees at such schools.

Disclosure outside the Department of the Interior may be made:

(1) To Congress in the form of Indian Student Equalization Program (ISEP) reports to justify ISEP funding for Indian schools.

(2) To the Department of Education in the form of Consolidated School Reports to satisfy accountability requirements of NCLBA.

(3) To the Department of Education in the form of Annual Performance Reports to satisfy accountability requirements of the IDEA.

(4) To parents and guardians of students in the form of web-enabled access to grades, assignments, attendance, behavior, schedule, and school calendar for their student.

(5) To parents and guardians of students in the form of periodic reports on their student(s).

(6) To State education departments in the form of bio-grid data for assessment access for students within that State for the purpose of fulfilling accountability requirements under NCLBA.

(7) To State education departments in the form of attendance and graduation rate data for students within that State for the purpose of fulfilling accountability requirements under NCLBA.

(8) To an authorized recipient such as a parent, medical facility, service provider, or school to which the student is transferring, in the form of a data package containing information about the student to enable the recipient to provide services to the student, following the guidelines of the IDEA for special education students, or privacy policies for DOI and Family Education Rights and Privacy Act (FERPA) for all other students.

(9) To the public in the form of school report cards as required by NCLBA.

(10) To individual requestors in accordance with the requirements of FERPA and Freedom of Information Act (FOIA).

(11) To schools receiving grants from or under contract to the BIE.

(12)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The Department of Justice (DOJ);

(ii) A court, adjudicative or other administrative body;

(iii) A party in litigation before a court or adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled.

(13) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if covered individual is deceased, has made to the office.

(14) To any criminal, civil, or regulatory law enforcement authority (whether Federal, State, territorial, local, tribal, or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(15) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(16) To Federal, State, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing, or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(17) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(18) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(19) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(20) The appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made of such agencies, entities, and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(21) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(22) To the Department of the Treasury to recover debts owed to the United States.

(23) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:

Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to consumer reporting agencies as they are defined by the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are stored in both paper and electronic form. Technical data from audit logs and database queries produced by IT support in Infinite Campus are stored in paper form at this location. Sensitive student records including grades, attendance records, health, special programs, and behavior information are stored in paper form in locked file cabinets. Electronic records are stored on hard disks.

Records including attendance, grades, discipline information, test and assessment histories, program enrollments, and health information are retrieved from the NASIS using a unique student identification code assigned by the system. Other records for school administrators, principals, teachers, teacher aides, counselors, school bus drivers, line officers, regional directors, system administrators, librarians, food service workers, dormitory managers, and parents/guardian records are retrievable using a unique identifier code assigned by the system for each individual.

NASIS is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records is limited to authorized personnel whose official duties require such access; agency officials have access only to records pertaining to their agencies.

(1) Physical Security: Paper records are maintained in locked file cabinets and/or in secured rooms.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data are protected through user identification, passwords, database permissions, and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify unauthorized access. A Privacy Impact Assessment was completed for the NASIS and is updated at least annually to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met. Security procedures are verified through annual assessments of the applications. The NASIS Security Assessment was last performed 12/19/2006 in accordance with FIPS 200 and NIST 800-53.

(3) Administrative Security: All DOI and contractor employees with access to NASIS are required to complete Privacy Act, Records Management Act, and Security Awareness Training.

Records relating to individuals covered by this system are retained in accordance with the 16 Bureau of Indian Affairs Manual (BIAM), as approved by the National Archives and Records Administration (NARA), and are scheduled for permanent retention.

NASIS COTR and Project Manager, Bureau of Indian Education, 1001 Indian School Road, NW, Suite 219A, Albuquerque, NM 87103

Inquiries regarding the existence of records should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.60.

A request for access may be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Information is received from students attending BIE-funded schools, parents/guardians of students, school administrators, principals, teachers, teacher aides, counselors, school bus drivers, librarians, food service workers, and dormitory managers on whom records are maintained.

None.

Central Office, Area, Agency and Employment Assistance Program Contractors of the BIA. (For a listing of specific locations, contact the Systems Manager.)

Individual Indians who are given assistance in connection with direct employment service or adult vocational training.

Applications for assistance, departure and arrival schedules, records documenting financial assistance, training plans, contact sheets recording counseling and guidance service, employment referral and placement records, and reports on progress. Case history of employment assistance for individual Indians; records on an individual's receipt of payment or overpayment of direct employment services or vocational training grant funds for which the individual was not entitled, payment exceeded entitlement or as a result of the individual's misuse of employment assistance funds granted.

25 U.S.C. 13.

The primary uses of the records are (a) to identify individual Indians who are given direct employment or vocational training, (b) to provide permanent records on Employment Assistance to individual Indians, and (c) provide management with an automated information system for program planning, reporting and management utilization. Disclosures outside the Department of the Interior may be made: (1) To another Federal agency, a State or local government, Indian tribal group or to any individual or establishment that will have jurisdiction whether by contract to the BIA, by assumption of trust responsibilities or by other means, for Employment Assistance now controlled by the BIA, (2) to the U.S. Department of Justice when related to litigation or anticipated litigation, (3) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local, foreign or tribal agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license, (4) from the record of an individual in response to an inquiry from a Congressional office made at the request of that individual, (5) to Federal, State, local or tribal agencies where necessary and relevant to the hiring or retention of an employee, or the issuance of a security clearance, contract license, grant or other benefit, (6) to Federal, State, local or tribal governmental officials responsible for administering child protective services in carrying out his or her official duties, (7) to agencies authorized to care for, treat, or supervise abused or neglected children whose policies also require confidential treatment of information, and (8) to members of community child protective teams for the purposes of establishing a diagnosis formulating a treatment plan, investigating reports of suspected physical child abuse or neglect and making recommendations to the appropriate court of competent jurisdiction, whose policies also require confidential treatment of information.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Manual: Letter files. Computer: Maintained in computer translatable form on magnetic tape for automated areas.

(a) Indexed alphabetically by name of applicant and/or recipient.

(b) Retrieved by manual search.

In accordance with 43 CFR 2.51.

Transfer inactive files to GSA Federal Records Center five years after case is closed.

Deputy to the Assistant Secretary--Indian Affairs (Tribal Services), Bureau of Indian Affairs, 1849 C Street, MS 4614-MIB, Washington, DC 20240.

To determine whether the records are maintained on you in this system, write to the System Manager or, with respect to records maintained in the office for which he is responsible, an Agency Superintendent or an Area of Field Office Director.

To see your records, write the officials listed in the notification procedure. Describe as specifically as possible the record sought. If copies are desired, indicate the maximum you are willing to pay. (See 43 CFR 2.63.)

To request corrections or the removal of material from your files, write the System Manager. (See 43 CFR 2.71.)

Individual on whom record is maintained, schools, law enforcement agencies, employers, doctors, other Bureau of Indian Affairs activities having dealings with the applicant, others with whom applicant has dealt.

Central Office, Area, Agency and Field Offices of the BIA. (For a listing of specific locations, contact the Systems Manager.)

Indian landowners who have filed trespass claims for fire or cutting damage to Indian forest lands under Bureau of Indian Affairs supervision.

Investigation and Claims Case Files on trespass actions involving fire or cutting damage to Indian forestlands under Bureau of Indian Affairs supervision.

13 U.S.C. 1, 1A, 13; Act of May 10, 1939; 58 Stat. 520.

The primary uses of the records are (a) to identify unauthorized timber cutting claims filed against trespassers and/or converters, (b) for property damage claims filed against careless or negligent originators of wildfire which trespasses Indian property, and (c) establishing amounts and types of timber trespassed and their value. Disclosures outside the Department of the Interior may be made (1) authorized legal representative of Tribal Groups or members if necessary for litigation, (2) to the Department of Justice when related to litigation or anticipated litigation, (3) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license.

Storage:

Maintained in manual form in file folders.

Indexed by name of landowner.

Maintained with safeguards meeting the requirements of 43 CFR 2.51 for manual records.

Records are disposed of after claims have been settled or closed out in full.

Director, Office of Trust Responsibilities, Bureau of Indian Affairs, 18th and C Streets NW, Washington, DC 20245.

System Manager or with respect to records maintained in the office for which he is responsible, the Agency or the Area Office Director. A written and signed request stating that the requester seeks information concerning records pertaining to him is required. See 43 CFR 2.60.

A request for access may be addressed the same as the notification. The request must be in writing and be signed by the requester. The request must meet the content requirements of 43 CFR 2.63.

A petition for amendment shall be addressed to the System Manager and meet the requirements of 43 CFR 2.71.

Indian landowners.

Under the general exemption authority provided by 5 U.S.C. 43 CFR 2.79(b), which exempts this system from the provisions of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I) and (f) and the portions of 43 CFR part 2, subpart D which implement these subsections. The reasons for adoptions of this regulation are set out at 40 FR 50432 (October 29, 1975).

None.

(1) Office of Information Operations, Bureau of Indian Affairs, 625 Herndon Parkway, Herndon, VA 20170;

(2) Central, regional, agency and field offices, BIA schools or contractors providing time-share services to BIA;

(3) Those Indian tribal governments that administer realty programs under Self-Determination or Self-Governance awards (for a listing of specific locations, contact the Systems Manager).

Individual Indian and Indian tribal entities who are owners of land held in trust or restricted status by the Federal Government, individuals or groups that are potential or actual lessees of that property, and individual Indians who have trust fund accounts.

Land descriptions, current ownership, current income allocation interests, information on all types of leases or other land uses including grazing, farming, minerals mining, timber and business. Information on individuals including name, address, aliases, sex, date of birth, tribal membership and blood quantums. General ledgers showing deposits and withdrawals from individual Indian money (IIM) accounts.

25 U.S.C. 151, 25 U.S.C. 392, 25 U.S.C. 415, and 25 U.S.C. 163.

Integrated Records Management System is a legacy system consisting of eight applications.

People--The "People" application maintains information on individuals and tribes. This information is used for providing information such as an address for use with other applications.

Per Capita--The "Per Capita" application provides the means to calculate and generate payments to individuals. The payments may be the result of a judgment or tribal per capita distributions.

Lease--The "Lease" application manages the leasing function for Indian land.

Lease Distribution--The "Lease Distribution" application distributes the income from a lease to the owners of the land.

Range--The "Range" application provides additional functionality to manage range leases and permits.

IIM--The "Individual Indian Monies" application provides information on the accounts maintained for individuals and shares information needed by other IRMS applications. It is no longer used as the system of record for individuals. That function is performed by TFAS, which updates the IIM application to provide the IRMS applications with up-to-date information.

Owner--The "Owner" application manages the ownership of Indian land.

RDRS--The "Royalty Distribution and Reporting System" (sometimes referred to as "Oil & Gas" ) manages, receives and distributes the income derived from oil & gas leases.

The primary uses of the records are:

(a) Repository of IIM account information for use by other IRMS applications.

(b) Identification of individual Indians and Indian tribal groups with interest in income producing leases or contracts;

(c) Management of leases on Indian trust and restricted lands, and collection and distribution of lease income;

(d) Invoicing of individual owners or lessees for irrigation;

(e) Determination of eligibility of individuals to participate in, or enjoy benefits from, a tribal group; and

(f) Maintenance of lists of approved enrollees used to distribute funds or income, or as a base to gather demographics or income allocation data for planning purposes.

Disclosures of these records outside the Department of the Interior will be limited to:

(1) The tribe, band, pueblo or corporation of which the individual to whom a record pertains is a member or a stockholder.

(2)(a) To any of the following entities or individuals, when the circumstances set forth in (b) are met:

(i) The Department of Justice (DOJ);

(ii) a court, adjudicative or other administrative body;

(iii) a party in litigation before a court or adjudicative or administrative body; or

(iv) any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any DOI employee acting in his or her official capacity;

(C) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(D) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled.

(3) To a congressional office in response to a written inquiry an individual covered by the system has made to the congressional office about him or herself or a family member when the individual is the guardian.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files, in support of the functions for which the records were collected and maintained.

(5) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2903 and 2904.

(6) The appropriate Federal, state, tribal, or local governmental agency that is responsible for investigating, prosecuting, enforcing or implementing a statute, rule, regulation, order or license, when the Department becomes aware of an indication of a violation or potential violation of the statute, rule, regulation, order or license.

(7) Indian tribes entering into a contract or compacts of real estate or title functions under the Indian Self-Determination and Education Assistance Act, as amended.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12). Under 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency as defined in the Fair Credit Reporting Act (15 U.S.C. 718a(f)), or the Federal Claims Collection Act of 1966, as amended (31 U.S.C. 3701(a)(3).

Storage:

Manual Records: Letter files, computer readable media, input forms and computer printouts.

Electronic Records: Magnetic (mag) tape and disk files.

(a) Indexed by name, Bureau identification numbers, family numbers and tract numbers.

(b) Retrieved by manual search or computer inquiry.

During business hours, paper records are maintained in areas accessible only by authorized personnel in a secured office environment and comply with the minimum DOI safeguard requirements for maintaining Privacy Act system of records under 43 CFR 2.51. Electronic records are accessible via a password from terminals located in attended offices and only personnel with approved access may change the data. Electronic records comply with DOI and National Institute of Standards and Technology cyber security requirements. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment. A Privacy Impact Assessment is being completed for IRMS in accordance with the E-Government Act of 2002 and OMB requirements for new and amended information systems.

Permanent records are retrieved and closed or inactive records are transferred to the Federal Records Center in accordance with the following schedules: NARA Job # N1-075-03-1 (approved January 24, 2003) for the IIM application; NARA Job # N1-075-03-04 (approved February 24, 2004) for the people and per capita applications; and NARA Job # N1-075-03-04 for the remaining applications.

Director, Office of Information Operations, Bureau of Indian Affairs, 625 Herndon Parkway, Herndon, VA 20170.

If you wish to determine if the system contains information about you, contact the System Manager at the address above. Provide the following information with your request:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias;

(c) Your Social Security Number;

(d) Mailing address;

(e) Tribe, tribal enrollment or census number;

(f) BIA home agency; and

(g) Time period(s) that records belonging to you may have been created or maintained, to the extent known by you.

The request must be in writing and signed by you. To ensure proper handling of your request, you should include the notation "PRIVACY ACT INQUIRY" at the top of the first page of your letter and on the envelope in which you mail the letter. For additional information refer to 43 CFR 2.60.

Persons who would like to obtain a copy of their records contained in the system should contact the System Manager at the address above. Provide the following information with your request:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias;

(c) Your Social Security Number;

(d) Mailing address;

(e) Tribe, tribal enrollment or census number;

(f) BIA home agency; and

(g) Time period(s) that records belonging to you may have been created or maintained, to the extent known by you.

The request must be in writing and signed by you. You should state whether you are seeking all of the records about you that may be maintained by the system, or only a specific portion of them. If you are only seeking a portion of them, you should describe those records you are seeking with sufficient detail to enable an individual familiar with the system to locate them with a reasonable amount of effort. To ensure proper handling of your request, you should include the notation "PRIVACY ACT REQUEST FOR ACCESS" at the top of the first page of your letter and on the envelope in which you mail the letter. For additional information, refer to 43 CFR 2.63.

To request corrections or the removal of any specific record contained in the system, contact the System Manager at the address above. Provide the following information with your request:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias;

(c) Your Social Security Number;

(d) Mailing address;

(e) Tribe, tribal enrollment or census number;

(f) BIA home agency; and

(g) Time period(s) that records belonging to you may have been created or maintained, to the extent known by you.

The request must be in writing and signed by you. Before you make such a request, you must have requested access to your records and have either inspected them or obtained copies of them as described above. You must also identify which record or portion thereof you are contesting, indicating why you believe that it is not accurate, relevant, timely, or complete, and provide a copy of any documents in your possession that support your claim with your letter. You may also propose specific language to implement the changes sought. To ensure proper handling of your request, you should include the notation "PRIVACY ACT REQUEST FOR AMENDMENT" at the top of the first page of your letter and on the envelope in which you mail the letter. For additional information, refer to 43 CFR 2.71.

(a) BIA, OST, Minerals Management Service, Bureau of Land Management, Office of Hearings and Appeals, and other appropriate agencies in the Department of the Interior;

(b) Federal, state and local agencies;

(c) Tribal offices if the title or realty function is contracted or compacted under the Indian Self-Determination and Education Assistance Act, Pub. L. 93-638, 86 Stat. 2203, as amended;

(d) Courts of competent jurisdiction, including tribal courts.

None.

(1) Colorado River Irrigation Project--Power Division; Route 1, Box 9-C; Parker, AZ 85344; (2) Flathead Indian Irrigation Project--Power Division; Box 890; Polson, Montana 59860; (3) San Carlos Indian Irrigation Project--Power Division; Box 250; Coolidge, Arizona 85228.

Individual Indians and non-Indians desiring electric power service for households, farms, small businesses and organizations.

Electric power service requests and agreements; applications and contracts; applications and contracts for seasonal motors; special provisions to application agreement and billing records.

The Act of August 30, 1935 (49 Stat. 1039), the Act of May 25, 1948 (62 Stat. 269) and the Act of June 7, 1924 (43 Stat. 476).

The primary use of the records is to identify the recipient(s) of the electric power services rendered and the person(s) responsible for monetary charges (service bill) associated with providing the desired benefits. Disclosure outside the Department of the Interior may be made (1) to the U.S. Department of Justice or in a proceeding before a court or adjudicative body when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled; (2) to disclose pertinent information to an appropriate Federal, State, local, or foreign agency responsible for investigating, prosecuting, enforcing, or implementing a statute, regulation, rule, or order, where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation; (3) to a Member of Congress from the record of an individual in response to an inquiry made at the request of that individual; (4) to the Department of the Treasury to effect payment to Federal, State, and local government agencies, nongovernmental organizations, and individuals; (5) to a Federal agency for the purpose of collecting a debt owed the Federal government through administrative or salary offset; and (6) to other Federal agencies conducting computer matching programs to help eliminate fraud and abuse and to detect unauthorized overpayments made to individuals.

Disclosure to consumer reporting agencies:

Disclosures pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be made from this system to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Manual, application, agreement and contract files.

Indexed by individual name and account number.

In accordance with 43 CFR 2.5.

Records retention and disposal in accordance with 15 BIAM Supplement 3, Schedule No. 1103-13, BIA Files Operation and Records Disposition Handbook.

(1) Power Manager, Colorado River Irrigation Project--Power Division; Route 1, Box 9-C; Parker, AZ 85344; (2) Power Manager, Flathead Indian Irrigation Project--Power Division; Box 890; Polson, Montana 59860; (3) Power Manager, San Carlos Indian Irrigation Project--Power Division; Box 250; Coolidge, Arizona 85228.

To determine whether the records are maintained on you in this system, write to the pertinent System Manager. The request must meet the requirements of 43 CFR 2.60.

To see your records, write to the pertinent System Manager. The request must meet the requirements of 43 CFR 2.63.

To request corrections or the removal of material from your files, write to the pertinent System Manager. The request must meet the requirements of 43 CFR 2.71.

Individual on whom the record is maintained, electric power service customers.

None.

(1) Bureau of Indian Affairs Central Office, 1849 C Street, NW., MS 4641, MIB, Washington, DC 20240, and (2) Bureau of Indian Affairs Regional Offices at: Alaska, Eastern, Eastern Oklahoma, Great Plains, Midwest, Navajo, Northwest, Pacific, Rocky Mountain, Southern Plains, Southwest, and Western. (For a listing of specific locations, contact the System Manager.) These locations have access to the ProTrac software.

Individuals who are potential heirs, legatees, devisees, creditors, or parties interested in the estate of a decedent owning Indian land in trust or restricted status or who provide information to the BIA on the decedent.

Records in the system fall into the following categories:

Originals or copies of all wills, codicils, and revocations, or other evidence that a will may exist;

Social Security Numbers of the decedent, legatees, and probable heirs or devisees;

The place(s) of enrollment and the tribal enrollment or census numbers of the decedent and potential heirs, legatees, or devisees;

Current names and addresses of the decedent's potential heirs, legatees, and devisees;

Any sworn statements regarding the decedent's family, including any statements of paternity or maternity;

Any statements renouncing an interest in the estate including identification of the person or entity in whose favor the interest is renounced, if any;

A list of known claims by creditors of the decedent against the estate and their addresses, including copies of any court judgments;

Documents, certified if possible, from the appropriate authorities concerning the public record of the decedent, including but not limited to: (1) Any marriage licenses or divorce decrees of the decedent; (2) adoption and guardianship records concerning the decedent or the decedent's potential heirs, legatees, or devisees; (3) use of other names by the decedent, including copies of name changes by court order; and (4) orders requiring payment of child support;

The evidence of death of the decedent, such as a death certificate;

A completed Form OHA-7, "Data for Heirship Findings and Family History," certified by BIA, with the enrollment or other identifying number shown for each potential heir or devisee, if such number has been assigned;

Information provided by potential heirs, legatees, devisees or the tribes regarding: (1) Whether the heirs, legatees, and devisees meet the definition of "Indian" for probate purposes, including enrollment or eligibility for enrollment in a tribe; (2) whether the potential heirs, legatees, or devisees are within two degrees of consanguinity of an "Indian," in accordance with the Indian Land Consolidation Act, 25 U.S.C. 2201 et seq.; and (3) whether an individual qualifies as an "Indian" because of an ownership interest in trust or restricted land, and if so, identification of the date on which the individual became the owner of the trust or restricted interest;

A certified inventory of trust or restricted land, including: (1) Accurate and adequate descriptions of all land and appurtenances; (2) all encumbrances on the land, including but not limited to leases, mortgages, and rights of way; (3) identification of any interests that represent less than 5% of the undivided interest in a parcel; and (4) identification of all income generating activity, such as leases or rights of way and any assignments of such income;

A statement showing the balance of the decedent's individual Indian money (IIM) account on the date of death;

Quarterly statements showing all distributions to and disbursements from the decedent's IIM account after the date of death;

A copy of any cover letter that accompanied any wills, codicils or revocations we have returned to the testator;

Documentation of any payments made on claims made against the estate;

The record of every tribal or individual request to purchase a trust or restricted land interest at probate;

The record of any individual request for a consolidation agreement, including a description, such as an Individual/Tribal Interest Report, of any lands not part of the decedent's estate that are proposed for inclusion in the consolidation agreement; and

An affidavit by the probate staff, if applicable, certifying whether all documents required by the regulation (25 CFR part 15) to process a probate were located, certifying that the Department has complied with 25 U.S.C. 2201 et seq. in attempting to locate any missing potential heirs, legatees, and devisees, and identifying the steps that were taken to locate missing documents.

5 U.S.C. 301, 551; 25 U.S.C. 2, 9, 372, 373, 373a, 373b, 374, and 2201 et seq.; 25 CFR part 15; 43 CFR part 4.

The primary purposes of the system are listed below:

(1) To provide a central repository for records related to a given probate estate that can be forwarded to the Office of Hearings and Appeals (OHA) for adjudication and to monitor the progress of an estate through the probate process;

(2) To allow BIA employees to collect and gather information regarding potential heirs, legatees, devisees, and creditors of an estate;

(3) To allow Office of Special Trustee (OST) employees to document the status of decedent IIM accounts; and

(4) To provide OHA with a source of information regarding the estate.

Disclosures of these records outside the Department of the Interior will be limited to:

(1) A federal, state, local, or tribal agency or contractor where necessary and relevant to the preparation and administration of a probate case and subsequent distribution of estate assets as ordered by the deciding official;

(2)(a) To any of the following entities or individuals, when the circumstances set forth in (b) are met:

(i) The Department of Justice (DOJ);

(ii) a court, adjudicative or other administrative body;

(iii) a party in litigation before a court or adjudicative or administrative body; or

(iv) any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) any DOI employee acting in his or her official capacity;

(C) any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(D) the United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled;

(3) To a congressional office in response to a written inquiry an individual covered by the system has made to the congressional office about him or herself, or a family member when the individual is a guardian or an estate administrator or representative;

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files, in support of the functions for which the records were collected and maintained; and

(5) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2903 and 2904.

Disclosure to consumer reporting agencies:

Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to consumer reporting agencies as they are defined by the Fair Credit Reporting Act.

Storage:

Probate file records are maintained in manual form in file folders. Electronic records, including those created from hard copies, are maintained in the BIA probate computer system (ProTrac).

Both manual and electronic records are retrieved by the name, owner identification number, Social Security Number, or account number of the decedent, devisee, heir, or claimant.

Manual records are maintained in file cabinets under the control of authorized personnel and comply with minimum DOI safeguard requirements for maintaining Privacy Act system of records under 43 CFR 2.51. Electronic records are safeguarded by permissions set to "Authenticated Users" which require password login, and comply with DOI and National Institute of Standards and Technology cyber security requirements. A Privacy Impact Assessment has been completed for probate files and ProTrac in accordance with the E-Government Act of 2002 and OMB requirements for new and amended information systems.

Records are retained permanently.

Director, Special Projects Office, Bureau of Indian Affairs, Western Regional Office, 400 N. 5th Street, 10th Floor, Phoenix, AZ 85004.

If you wish to determine if this system of records contains information about you, you may write to the System Manager at the address listed above. Your request must be in writing and signed by you and include contact information, such as a telephone number or address, where you can be reached should additional information be needed from you to confirm your identity. Provide the following information with your request:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias;

(c) Your Social Security Number;

(d) Mailing address;

(e) Tribe, tribal enrollment or census number;

(f) BIA home agency; and

(g) Time period(s) that records belonging to you may have been created or maintained, to the extent known by you.

To ensure proper handling of your request, you should include the words "PRIVACY ACT INQUIRY" at the top of the first page of your letter and on the envelope in which you mail the letter. For additional information refer to 43 CFR 2.60.

If you wish to obtain a copy of any records that the system may contain that are about you, you may write to the System Manager at the address listed above. Provide the following information with your request:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias;

(c) Your Social Security Number;

(d) Mailing address;

(e) Tribe, tribal enrollment or census number;

(f) BIA home agency; and

(g) Time period(s) that records belonging to you may have been created or maintained, to the extent known by you.

Your request must be in writing and signed by you. You should state whether you are seeking all of the records about you that may be maintained in the system, or only a specific portion of them. If you are only seeking a portion of them, you should describe those records you are seeking with sufficient detail to enable an individual familiar with the system to locate them with a reasonable amount of effort. To ensure proper handling of your request, you should include the notation, "PRIVACY ACT REQUEST FOR ACCESS" at the top of the first page of your letter and on the envelope in which you mail the letter. For additional information, refer to 43 CFR 2.63.

If you wish to request that any specific records that the system may contain that are about you be corrected, you may write to the System Manager at the address listed above. Provide the following information with your request:

(a) Proof of your identity;

(b) List of all of the names by which you have been known, such as maiden name or alias;

(c) Your Social Security Number;

(d) Mailing address;

(e) Tribe, tribal enrollment or census number;

(f) BIA home agency; and

(g) Time period(s) that records belonging to you may have been created or maintained, to the extent known by you.

Your request must be in writing and signed by you. Before you make such a request, you must first have requested access to your records, and have either inspected them or obtained copies of them, as described above. You must also identify which record or portion thereof you are contesting, indicating why you believe that it is not accurate, relevant, timely, or complete, and provide a copy of any documents in your possession that support your claim with your letter. You may also propose specific language to implement the changes sought. To ensure proper handling of your request, you should include the notation "PRIVACY ACT REQUEST FOR AMENDMENT" at the top of the first page of your letter and on the envelope in which you mail the letter. For additional information, refer to 43 CFR 2.71.

Records in the system contain information submitted by potential heirs, legatees, devisees, creditors, and other parties knowledgeable about the decedent, the decedent's family or the decedent's estate, as well as information from other government entities (e.g., birth and death certificates).

None.

Alaska Title Services Center, 3601 C Street, Suite 1100, Anchorage, AK 99053.

Individual Indians enrolled in Alaska Native Corporations and heirs.

Enrollee information, including name, date of birth, date of death, social security number, Alaska Native Enrollment Number, names of mother and father, Native Corporation to which individual is enrolled, and title ownership; and

Information on individual real estate holdings, including lot, block, section, township, range, and tract number.

This system of records is maintained under the authority of 36 Stat. 855, 856, 38 Stat. 588, 42 Stat. 1185, 44 U.S.C. 3101 et seq.

AKTitle is used to manage records of real estate holdings of individual Indians enrolled in Alaska Native corporations. AKTitle shares information with "Alaska National Interest Lands Conservation Act" (ANILCA) and Native Allotment Distributions for Alaska Realty and Compact/Contract Offices.

Disclosures outside the Department of the Interior may be made:

(1) To State Offices (primarily Welfare, etc.); the Social Security Office; Indian Health Services; Department of Education; and Alaskan Natives.

(2)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The Department of Justice (DOJ);

(ii) A court, adjudicative or other administrative body;

(iii) A party in litigation before a court or adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled.

(3) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if covered individual is deceased, has made to the office.

(4) To any criminal, civil, or regulatory law enforcement authority (whether Federal, State, territorial, local, tribal, or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(5) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(6) To Federal, State, territorial, local, Alaskan Native, or foreign agencies that have requested information relevant or necessary to the hiring, firing, or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(7) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(8) To State and local governments and Alaskan Native organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(10) The appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise, there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made of such agencies, entities, and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(11) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(12) To the Department of the Treasury to recover debts owed to the United States.

(13) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

(14) To individual Indians and their heirs to verify their real estate holdings.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:

Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to consumer reporting agencies as they are defined by the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are stored in both paper and electronic form.

Manual records are indexed by name. Electronic records can be retrieved by name, social security number, date of birth, ID number, names of parents, U.S. Survey Numbers, or land descriptions such as Township or Range.

AKTitle is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records is limited to authorized personnel whose official duties require such access; agency officials have access only to records pertaining to their agencies.

(1) Physical Security: Paper or electronic format records are maintained in locked file cabinets and/or in secured rooms.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data are protected through user identification, passwords, database permissions, and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify unauthorized access. A Privacy Impact Assessment was completed for AKTitle and is updated at least annually to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met.

(3) Administrative Security: All DOI and contractor employees with access to AKTitle are required to complete Privacy Act, Records Management Act, and Security Training.

Records relating to individuals covered by this system are retained in accordance with the 16 Bureau of Indian Affairs Manual (BIAM), as approved by the National Archives and Records Administration, and are scheduled for permanent retention.

Deputy Bureau Director, Office of Trust Services, 1849 C Street, NW., Washington, DC 20240.

Inquiries regarding the existence of records should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.60.

A request for access should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Source information is received from Probate files, Native Allotment files, the Bureau of Vital Statistics, the Regional Solicitor, and decisions from the Office of Hearings and Appeals. Information was collected from the public for the Vietnam Veterans Allotment Act.

None.

Office of Information Operations, Bureau of Indian Affairs, 625 Herndon Parkway, Herndon, VA 20170.

(1) Individuals applying to the Department of the Interior (DOI) for conversion of land from fee ownership into trust status.

(2) Individuals, Tribes, organizations or other stakeholders or their representatives with an interest in applications for converting land from fee ownership into trust status.

(3) DOI employees or contractors who process the applications for conversion of land from fee ownership into trust status if their contact information is required.

(1) Statistical information necessary to improve and streamline the process, as well as, budget preparatory information to support the entire transfer of fee simple land into trust lands for tribes and individual Indians.

(2) Information required by the trust fee lands transfer case packet application, including but not limited to, a legal description of the trust fee land packet, and the name, phone number and address of the party (or parties) filing the application.

(3) Legal representation information pertaining to the trust fee lands transfer packet application, including but not limited to the name, phone number, and business address, of the lawyers representing the party (or parties) filing the application.

(4) Case management information for each packet, including but not limited to trust fee land packet number, documents required for the processing of the trust fee land transfer, and Tribal consensual information.

(5) Information pertaining to the status of the packet with respect to the steps required to transfer fee simple land into trust land for tribes and individual Indians.

5 U.S.C. 552; 5 U.S.C. 552A; 5 U.S.C. 301; 43 U.S.C. 1457; and 44 U.S.C. 3101 et seq. authorize the Department of the Interior to maintain this system of records.

FTTS is used primarily to track applications for conversions of land from fee simple ownership into trust status for Tribes and individual Indians.

Disclosure outside the Department of the Interior may be made:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The Department of Justice (DOJ);

(ii) A court, adjudicative or other administrative body;

(iii) A party in litigation before a court or adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether federal, State, territorial, local, tribal, or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, State, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing, or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To State and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(9) The appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made of such agencies, entities, and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

Disclosure to consumer reporting agencies:

Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to consumer reporting agencies as they are defined by the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are stored in both paper and electronic form.

Both manual and electronic data can be retrieved (by means of a search of electronic indices) by land transfer packet case number, name of party (or parties) filing the application, name of Tribe, property name, assessor's parcel number, or region, state, county and meridian.

FTTS is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records is limited to authorized personnel whose official duties require such access; agency officials have access only to records pertaining to their agencies.

(1) Physical Security: Paper or electronic format records are maintained in locked file cabinets and/or in secured rooms.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data are protected through user identification, passwords, database permissions, and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify unauthorized access. A Privacy Impact Assessment was completed for FTTS and is updated at least annually to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met.

(3) Administrative Security: All DOI and contractor employees with access to FTTS are required to complete Privacy Act, Records Management Act, and Security Training.

Records relating to individuals covered by this system are retained in accordance with the 16 Bureau of Indian Affairs Manual (BIAM), as approved by the National Archives and Records Administration, and are scheduled for permanent retention.

Deputy Bureau Director, Office of Trust Services, 1849 C Street, NW., Washington, DC 20240.

Inquiries regarding the existence of records should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.60.

A request for access should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Source information is received from individuals on whom the records are maintained, or from legal representatives acting on the behalf of parties filing applications to convert land from fee simple ownership into trust status.

None.

Herndon Data Center (HDC), 625 Herndon Parkway, Herndon, VA 20170.

Those members from the following organizations who require access to BIA IT systems:

(1) Employees and contractors of AS-IA, BIA and the Bureau of Indian Education (BIE)

(2) Office of the Special Trustee for American Indians (OST)

(3) Office of Hearings and Appeals (OHA)

(4) Office of Historical Trust Accounting (OHTA)

(5) Bureau of Land Management (BLM)

(6) Tribal users covered under a 638 Compact/Contract

(1) Individual data including the name, title, birth date, Social Security Number, phone number, office name, and office location;

(2) Agency affiliation and status as employee or contractor

(3) Status of required training;

(4) System role based accesses granted to each user;

(5) Building access badge information;

(6) Acceptance date of BIA Rules of Behavior;

(7) Record showing that background status has been confirmed by personnel security;

(8) IT systems for which access has been requested and the status of those requests;

(9) Supervisor or government approver records showing those users whose access or removal request needs to be approved by the supervisor or government approver;

(10) Business owner records showing those users whose access or removal request needs to be approved by the business owner;

(11) System administrator records showing the names of those users whose access needs to be set up or revoked;

(12) Contract Officer Technical Representative (COTR) records showing the names and other data of contract IT users employed on a contract under the administrative support of that COTR.

This system of records is maintained under the authority of 25 U.S.C. 1, 1a, 13; 25 U.S.C. 480.

The system is used to record and manage contact, training, and security screening information about BIA and AS-IA employees and contractors; and to manage access by BIA and AS-IA employees and contractors to BIA information systems.

Disclosure(s) outside the Department of the Interior may be made:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The Department of Justice (DOJ);

(ii) A court, adjudicative or other administrative body;

(iii) A party in litigation before a court or adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, State, territorial, local, tribal, or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, State, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing, or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To State and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(9) The appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made of such agencies, entities, and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:

Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to consumer reporting agencies as they are defined by the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are stored on network storage devices, (e.g., hard disks, magnetic tapes) and on paper.

IIS users view their own data by signing onto IIS with their user name and password. Additional access to data is role based. For example, supervisors and COTRs can see the data of those for whom they are responsible, and IIS system administrators can see the data for all users in the system.

IIS is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records is limited to authorized personnel whose official duties require such access; agency officials have access only to records pertaining to their agencies.

(1) Physical Security: Paper or electronic format records are maintained in locked file cabinets and/or in secured rooms.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data are protected through user identification, passwords, database permissions, and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify unauthorized access. A Privacy Impact Assessment was completed for the IIS and is updated at least annually to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met.

(3) Administrative Security: All DOI and contractor employees with access to IIS are required to complete Privacy Act, Records Management Act, and Security Awareness Training.

Records relating to individuals covered by this system are retained in accordance with the 16 Bureau of Indian Affairs Manual (BIAM), as approved by the National Archives and Records Administration, and scheduled for permanent retention.

Director, Office of Information Operations (OIO), Office of the Chief Information Officer, 625 Herndon Parkway, Herndon, VA 20170.

Inquiries regarding the existence of records should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.60.

A request for access may be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Individuals on whom the records are maintained providing information on themselves, managers issuing approvals for system access requests, IT technicians reporting status of IT system access requests, and personnel security officers reporting verification of background investigations.

Herndon Data Center (HDC), 625 Herndon Parkway, Herndon, VA 20170.

Individuals who are employees of BIA and AS-IA who are the originators or approving officials for government documentation.

(1) Information about employees to include name, work location and home address, work and home telephone number and fax numbers;

(2) Employee's office information, title, supervisor, and supervisory status;

(3) AS-IA and BIA Offices;

(4) Documents generated, their originator and originating office, and their approval destination(s); and

(5) Document tracking data and document suspense requirements.

This system of records is maintained under the authority of 25 U.S.C. 1, 1a, 13; 18 U.S.C. 3055; 25 U.S.C. 480.

The system is used to manage all AS-IA correspondence in a single database. IMS contains information to facilitate the efficiency of the correspondence process throughout AS-IA. The system will allow the tracking of correspondence from receipt to completion/response, provide valuable information to AS-IA coordinators, identify duplicate requests, ensure consistency in responses, reduce processing time, support action on correspondence, and improve customer service. IMS facilitates the management of documents, maintains multiple versions of any single document, and provides a mechanism to distribute documents to a group of individuals with the capability for the group members to respond/reply to the sender, and to manage/track workflow.

Disclosure(s) outside the Department of the Interior may be made:

(1)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The Department of Justice (DOJ);

(ii) A court, adjudicative or other administrative body;

(iii) A party in litigation before a court or adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, State, territorial, local, tribal, or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, State, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing, or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose of which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To State and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(9) The appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made of such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:

Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to consumer reporting agencies as they are defined by the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Records are stored in electronic media: hard disks and magnetic tapes.

Users can access the IMS system by navigating (via browser) to the IMS logon Web page, and successfully entering their login credentials. Documents stored in IMS are retrieved by document name, subject matter, or author.

IMS is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records is limited to authorized personnel whose official duties require such access; agency officials have access only to records pertaining to their agencies.

(1) Physical Security: Electronic format records are maintained in locked file cabinets and/or in secured rooms. Buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment on a 24/7 basis.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data are protected through user identification, passwords, database permissions, and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify changes made to records. A Privacy Impact Assessment was completed for the IMS and is updated at least annually to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met.

(3) Administrative Security: All DOI and contractor employees with access to IMS are required to complete Privacy Act, Records Management Act, and Security Awareness Training.

Records relating to individuals covered by this system are retained in accordance with the 16 Bureau of Indian Affairs Manual (BIAM), approved by the National Archives and Records Administration (NARA), and scheduled for permanent retention.

Director, Office of Information Operations (OIO), Office of the Chief Information Officer, 625 Herndon Parkway, Herndon, VA 20170.

Inquiries regarding the existence of records should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.60.

A request for access should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Authorized user data comes from the Identity Information System (IIS). The subject document data is entered by the user.

None.

Office of the Chief Information Officer, Office of Information Operations, Bureau of Indian Affairs, 625 Herndon Parkway, Herndon, VA 20170.

(1) Land owners who are sellers and clients of the LCTS process.

(2) Indian Land Consolidation Office (ILCO) staff whose office and work information is used to validate staffing requirements.

(1) The name, surname at birth if different from married name (if married), address, telephone number, Social Security Number, tribal enrollment number, gender, date of birth, date of death, mother's maiden name, and father's name of each Indian land owner.

(2) The land owner's fractionated interests by Land Area Code, ownership percentage, number of shares, equivalent acres, and value.

(3) Summaries of land tracts and locations for each individual land holder, location and summary information on the tracts and whether the land has mineral value or not.

(4) The information necessary to track information about the seller and document the interaction with ILCO.

(5) The status of land sales, metrics on the Indian Land Consolidation Act program to help determine the effectiveness of the program.

(6) The time spent and contribution value of support carried out by ILCO personnel in order to track Activity Based Costing Management.

(7) Information on the location of documents generated by the sale process that are needed by the members of the ILCO staff in order to continue a transaction or answer a question.

(8) Names and contact information for ILCO staff, which is used for tracking the land consolidation work and validating the staff requirements.

This system of records is maintained under the authority of 25 U.S.C. 1, 1a, 13; 18 U.S.C. 3055; 25 U.S.C. 480.

The LCTS is primarily used to administer the Indian Land Consolidation Program by tracking the land sale process, providing the BIA with a means of tracking the paper documents that pertain to the land sale, and providing the land owner with status reports on the sale of his/her land. LCTS tracks the land sale process from initiation by the landowner until the sale is complete.

Disclosures outside the Department of the Interior may be made:

(1) To Tribes that compact, contract, or enter into cooperative agreements with the BIA.

(2) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The Department of Justice (DOJ);

(ii) A court, adjudicative or other administrative body;

(iii) A party in litigation before a court or adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purposes for which the records were compiled.

(3) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if covered individual is deceased, has made to the office.

(4) To any criminal, civil, or regulatory law enforcement authority (whether Federal, State, territorial, local, tribal, or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(5) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(6) To Federal, State, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing, or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(7) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(8) To State and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(9) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(10) The appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made of such agencies, entities, and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(11) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(12) To the Department of the Treasury to recover debts owed to the United States.

(13) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

DISCLOSURES TO CONSUMER REPORTING

Pursuant to 5 U.S.C. 552a(b)(12), records can be disclosed to consumer reporting agencies as they are defined by the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

Storage:

Paper records are maintained in manual form in file folders. Electronic data extracted from title documents pertaining to land owners, land ownership, conveyances, encumbrances, valuation and income, are maintained on electronic media (e.g., tape, disk, and other digital or electronic media.)

Manual records are retrievable by the surname of the land owner. Electronic records are retrievable from LCTS by name, Social Security Number, tribal enrollment number, mother's maiden name, or date of birth.

LCTS is maintained with controls meeting safeguard requirements identified in Departmental Privacy Act Regulations (43 CFR 2.51) for manual and automated records. Access to records is limited to authorized personnel whose official duties require such access; agency officials have access only to records pertaining to their agencies.

(1) Physical Security: Paper or electronic format records are maintained in locked file cabinets and/or in secured rooms.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget and Departmental guidelines reflecting the implementation of the Federal Information Security Management Act. Electronic data is protected through user identification, passwords, database permissions, and software controls. These security measures establish different degrees of access for different types of users. An audit trail is maintained and reviewed periodically to identify unauthorized access. A Privacy Impact Assessment was completed for LCTS and is updated at least annually to ensure that Privacy Act requirements and personally identifiable information safeguard requirements are met.

(3) Administrative Security: All DOI and contractor employees with access to LCTS are required to complete Privacy Act, Records Management Act, and Security Awareness Training.

Records relating to individuals covered by this system are retained in accordance with the 16 Bureau of Indian Affairs Manual (BIAM), as approved by the National Archives and Records Administration, and, as such, are scheduled for permanent retention.

Program Assistant, BIA, Indian Land Consolidation Office, 721 W. Lakeshore Dr., Ashland, WI 54806.

Inquiries regarding the existence of records should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet requirements of 43 CFR 2.60.

A request for access should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the requirements of 43 CFR 2.63.

A petition for amendment should be addressed to the System Manager. The request must be in writing, signed by the requester, and meet the content requirements of 43 CFR 2.71.

Source information includes information taken from individuals and information manually extracted from other in-house BIA records, such as realty and probate records. Source information also includes county assessor, title company, and tribal documents, and documents collected from the Department of Treasury and from native allotment files.

None.

The system is located at the Bureau of Indian Affairs, Office of Information Operations (OIO), 1011 Indian School Road NW., Suite 177, Albuquerque, NM 87104. Records may also be located at the BIA, Office of Trust Services, Division of Water and Power, Denver West Office Park, Building 54, 13922 Denver West Parkway, Suite 300, Lakewood, Colorado 80401; BIA Regions, agencies; and other BIA locations responsible for billing, debt collection, and debt management for customers of Indian irrigation, operation and maintenance, and construction projects operated by the BIA.

Individuals covered by the system include current and former landowners and lessees, Federal employees, state and local government employees, Tribal government officials, and other individuals responsible for reimbursing the government for the construction of Indian Irrigation Projects or to whom the operation and maintenance costs of the projects have been or will be assessed, and other individuals with whom business is conducted.

(1) This system contains records such as, deeds, maps, land surveys, leases, land designation, land re-designation records reflecting current and former owners of land and lessees on which Indian Irrigation projects are constructed, including name, social security number, account/ID, whether the owner is a Federal entity (exempt from certain collection actions), Indian (pertinent to revenue classification), or whether the land is fee or trust, tax identification number, Indian identification number, owner or customer identification number, phone number, name, address, permits and leases; 2) billing information, including name of debtor, address, tax identification number, social security number, ownership interests, rate billed, amount charged, interest and penalty, collection actions, name of the person who remits payment, check number, and amount paid; and 3) information about land on which irrigation projects are constructed, including land construction data, county assigned district identifier, acreage, description of location, name of owner or lessee, water delivery location, time and date of requested water delivery, duration of water delivery, rate of water flow, crop statistics, and the value of the construction debt allocated to the land.

25 U.S.C. Chapter 11, Irrigation of Allotted Lands; 31 U.S.C. 3711, Collection and Compromise; and 25 CFR Part 171, Irrigation Operations and Maintenance.

The primary purpose of the system is for billing, to properly account for realized receivables (stemming from costs reimbursable to the Federal government) and to demand payment for them. The system is also routinely used for tracking account balances, reporting, and for debt management including collections and other actions (such as write-off), to facilitate financial accounting, compliance, collections and debt management.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, disclosures outside DOI may be made as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

(1) (a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. § 3711(e)(1), have been met.

(14) To owners of land on which Indian irrigation projects are constructed, operated and maintained (including individual Indian and non-Indians and private sector parties (businesses)) to verify receipt of their payment.

STORAGE:

Records are maintained in paper form in file folders stored in file cabinets, and electronic media such as computers, magnetic disk, diskette, and computer tapes. The electronic records are contained in removable drives, computer servers, email and databases.

Customer records are retrieved by name or customer identification number. Ownership information is retrieved by owner name, unit serial number, or owner identification number. Land information is retrieved by unit serial number.

Records are maintained in accordance with 43 CFR 2.51, Privacy Act safeguards for records. Access is provided on a need-to-know basis. During working hours, paper records are maintained in locked file cabinets under the control of authorized personnel.

Electronic records are safeguarded by permission set to "Authenticated Users," which requires password login. The computer servers in which records are stored are located in Department of the Interior facilities that are secured by alarm systems and off-master key access. Access granted to individuals is password protected. The Department's Privacy Act Warning notice appears on the monitor screens when users access the System. The tapes are kept on the Data Center floor for several weeks and then shipped to Iron Mountain, a secure off site location. Access to the Data Center floor is controlled by key card and only a select number of people have access. The Security Plan addresses the Department's Privacy Act minimum safeguard requirements for Privacy Act systems at 43 CFR 2.51. A Privacy Impact Assessment was conducted to ensure that Privacy Act requirements and safeguard requirements are met. The assessment verified that appropriate controls and safeguards are in place. Personnel authorized to access the system must complete all Security, Privacy, and Records management training and sign the Rules of Behavior.

Paper records are covered by Indian Affairs Records Schedules records series 4900, and have been scheduled as permanent records under National Archives and Records Administration (NARA) Job No. N1-075-0406 approved on November 21, 2003. Records are maintained for a maximum of 5 years or when no longer needed for current business operations and then retired to the American Indian Records Repository, which is a Federal Records Center. In accordance with the Indian Affairs Records Schedule, the subsequent legal transfer of records to the National Archives of the United States will be as jointly agreed to between the United States Department of the Interior and the NARA.

Electronic records in this system are covered by Indian Affairs Records Schedules records series 2200-NIIMS, and have been scheduled as permanent records under NARA Job N1-075-07-4 approved on September 10, 2007. Records are maintained for a maximum of 2 years or when no longer needed for current business operations and then retired to the American Indian Records Repository. Data backups or copies captured on magnetic disk, diskette and computer tapes that are maintained separately from database files are temporary and are retained in accordance with General Records Schedules 20/8 and 24/4(a).

Program Manager, Bureau of Indian Affairs, Office of Trust Services, Division of Water and Power, Denver West Office Park, Building 54, 13922 Denver West Parkway, Suite 300, Lakewood, Colorado 80401.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.60.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelope and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.63.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.71.

Information in the system is obtained directly from current and former landowners and lessees, state and local government employees, and other individuals responsible for reimbursing the government for the construction of Indian Irrigation Projects or to whom the operation and maintenance costs of the projects have been or will be assessed, and other individuals with whom business is conducted. Information may also be manually extracted from other in-house BIA records such as realty and probate records, records obtained from county assessors and title companies, from tribal documents, from information collected from the U.S. Department of the Treasury, and information extracted from native allotment files by authorized BIA employees.

None.

Unclassified.

Records are maintained by the Office of the Director, Bureau of Indian Education, 1849 C Street NW, MIB-3621, Washington, DC 20240, and at BIE contractor facilities. A current listing of contractor facilities may be obtained by writing to the System Manager identified below.

Student Health Program Specialist, Office of the Director, Bureau of Indian Education, 1849 C Street NW, MIB-3621, Washington, DC 20240.

Every Student Succeeds Act, Pub. L. 114-95; Indian Education Policies, 25 CFR part 32; Expenditure of appropriations by Bureau, 25 U.S.C. 2006; Congressional statement of findings, 25 U.S.C. 5301; Indian Child Welfare Act of 1978, Pub. L. 95-60825 U.S.C. 1901; Confidentiality of Substance Use Disorder Patient Records, 42 CFR part 2; Enforcement of Nondiscrimination on the Basis of Handicap in Programs or Activities Conducted by the Department of the Interior, 43 CFR Subpart E; Rehabilitation Act of 1973, as amended, Pub. L. 93-112, Section 504, 29 U.S.C. 794; Tribally Controlled Schools Act of 1988, 25 U.S.C. 2501 et seq.; Indian Self-Determination and Education Assistance Act, 25 U.S.C. 5301 et seq.; Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191; Individuals with Disabilities Act (IDEA), 20 U.S.C. 1400 et seq.; and Maintenance and Control of Student Records in Bureau Schools, 25 CFR part 43.

The primary purposes of the system are to provide immediate behavioral health crisis support, clinical counseling services and crisis care coordination, and to facilitate communication between the client and appropriate points of contact for referrals and continued service delivery or emergency care.

Individuals covered by the system include current and former BIE employees, contractors, students, parents, guardians or caretakers of students, and staff at BIE-operated K-12 schools, BIE-operated post-secondary institutions, tribally-controlled schools operated pursuant to a grant under the Tribally Controlled Schools Act of 1988 or a contract under the Indian Self-Determination and Education Assistance Act, and tribal colleges and universities. These individuals are collectively referred to as clients for purposes of this program.

The categories of records in the system include information collected on forms from BHWP clients as follows:

(1) Student Information. Name, date of birth, mailing address, physical address, home and cell phone number, email address, parent, guardian, or caretaker information, emergency contact information, school of enrollment, grade level, tribe of enrollment and disability information such as a client’s Individualized Education Plan (IEP) or 504 Plan. Information about clinical services provided by the service provider may be maintained in the student’s records and may be viewed by the Student Health Program Specialist, as authorized and necessary to facilitate behavioral health, counseling or crisis care coordination or referrals for this program.

(2) Parent, Guardian, or Caretaker Information. Name, relationship to student, mailing address, email address, physical address, home and/or cell phone number, and tribe of enrollment.

(3) BIE Staff/Employee Information. Name, date of birth, mailing address, physical address, home and/or cell phone number, email address, school affiliation, tribe of enrollment, and emergency contact information.

(4) School Level Staff and Employee Information. Name, date of birth, mailing address, physical address, home and/or cell phone number, email address, school affiliation, tribe of enrollment, and emergency contact information.

(5) Tribal Staff and Employee Information. Name, date of birth, mailing address, physical address, home and/phone number, email address, school affiliation, tribe of enrollment, and emergency contact information.

(6) Emergency Contact Person. Contact name, relationship to client, and emergency contact phone, cell phone number, and email address.

(7) In the case of a critical incident, sentinel event, death, or crisis incident, the PII may also include client name, age, date of birth, address, parent, guardian, or caretaker information if applicable, emergency contact information, manner of death or incident type, location of death or incident, date and time of death or incident, any known witness or collateral contact, and their contact information at time of client death or client related incident. This information may be shared with appropriate local, tribal, city, county, state, or Federal law enforcement officials and first responders for immediate emergency response engagement, medical centers for emergency medical care, and social services or other agencies in the event of abuse or neglect. This information may be shared with appropriate BIE and BHWP officials and administrators as needed, as well as tribal officials for appropriate critical incident or sentinel event reporting.

Information comes primarily from BHWP Care Coordinators and BHWP licensed providers from the school point of contact at time of client referral, directly from the client, and the client’s parent, guardian, emergency contact or caretaker when necessary.

In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, all or a portion of the records or information contained in this system may be disclosed outside DOI as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:

A. To the Department of Justice (DOJ), including Offices of the U.S. Attorneys, or other Federal agency conducting litigation or in proceedings before any court, adjudicative, or administrative body, when it is relevant or necessary to the litigation and one of the following is a party to the litigation or has an interest in such litigation:

(1) DOI or any component of DOI;

(2) Any other Federal agency appearing before the Office of Hearings and

Appeals;

(3) Any DOI employee or former employee acting in his or her official capacity;

(4) Any DOI employee or former employee acting in his or her individual capacity when DOI or DOJ has agreed to represent that employee or pay for private representation of the employee; or

(5) The United States Government or any agency thereof, when DOJ determines that DOI is likely to be affected by the proceeding.

B. To a congressional office when requesting information on behalf of, and at the request of, the individual who is the subject of the record.

C. To the Executive Office of the President in response to an inquiry from that office made at the request of the subject of a record or a third party on that person’s behalf, or for a purpose compatible with the reason for which the records are collected or maintained.

D. To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, Tribal, or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law – criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

E. To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

F. To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant, or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

G. To representatives of the National Archives and Records Administration (NARA) to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

H. To state, territorial, and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

I. To an expert, consultant, grantee, shared service provider, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI’s behalf to carry out the purposes of the system.

J. To appropriate agencies, entities, and persons when:

(1) DOI suspects or has confirmed that there has been a breach of the system of records;

(2) DOI has determined that as a result of the suspected or confirmed breach there is a risk of harm to individuals, DOI (including its information systems, programs, and operations), the Federal Government, or national security; and

(3) the disclosure made to such agencies, entities, and persons is reasonably necessary to assist in connection with DOI’s efforts to respond to the suspected or confirmed breach or to prevent, minimize, or remedy such harm.

K. To another Federal agency or Federal entity, when DOI determines that information from this system of records is reasonably necessary to assist the recipient agency or entity in:

(1) responding to a suspected or confirmed breach; or

(2) preventing, minimizing, or remedying the risk of harm to individuals, the recipient agency or entity (including its information systems, programs, and operations), the Federal Government, or national security, resulting from a suspected or confirmed breach.

L. To the Office of Management and Budget (OMB) during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

M. To the Department of the Treasury to recover debts owed to the United States.

N. To the news media and the public, with the approval of the Public Affairs Officer in consultation with counsel and the Senior Agency Official for Privacy, where there exists a legitimate public interest in the disclosure of the information, except to the extent it is determined that release of the specific information in the context of a particular case would constitute an unwarranted invasion of personal privacy.

O. To a parent or guardian, medical facility, service provider, BIE-funded school official, or appropriate parties to provide immediate behavioral health crisis support, clinical counseling services and crisis care coordination, and to facilitate communication between the client and appropriate points of contact for referrals and continued service delivery or emergency care pursuant to the Individuals with Disabilities Education Act (IDEA), 20 U.S.C. 1400 et seq.; Maintenance and Control of Student Records in Bureau Schools, 25 CFR part 43; Confidentiality of Substance Use Disorder Patient Records, 42 CFR part 2; and other applicable laws and regulations.

P. To Federal, tribal, state, local, or private agencies for referral to continue providing services, to report, investigate, and treat any incidents of suspected abuse or neglect pursuant to the Indian Child Protection and Family Violence Prevention Act, Pub. L. 101-630, or in the event of any critical incident as required by 25 CFR part 43, other applicable laws, and BHWP policy and procedures.

Paper records are contained in file folders stored within filing cabinets in secured rooms. Electronic records are stored on electronic media at a Federal Risk and Authorization Management Program (FedRAMP) approved cloud service provider.

Information from the BHWP is retrievable by client name, age, gender, school affiliation, address, call type, and client identified record number by authorized users of the system. Additionally, de-identified aggregate data, such as diagnosis codes, numbers of encounters, and types of encounters, and general demographics may be retrieved.

Records retention schedules for the BHWP are being developed and will be submitted to NARA for scheduling and approval. These records will be treated as permanent until the records are scheduled and have been approved by NARA. Upon termination of the BHWP service contract with the Contracting Agency, the contractor will transfer all electronic health record information to the BIE for appropriate record keeping and storage in alignment with all Federal requirements.

BHWP system usage records are covered by the Departmental Records Schedule 1.4A, Short Term Information Technology Records, System Maintenance and Use Records (DAA-0048-2013-0001-0013), which was approved by NARA. These records include system operations reports, login and password files, audit trail records and backup files. The disposition is temporary. Records are cut-off when superseded or obsolete and destroyed no later than three years after cut-off. Records associated with a 42 CFR part 2 program that is discontinued or is taken over or acquired by another program will be processed in accordance with 42 CFR 2.16, Security for records, and 2.19, Disposition of records by discontinued programs.

Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. System administrators and authorized users are trained and required to follow established internal security protocols and must complete all security, privacy, and records management training and sign the DOI Rules of Behavior.

The records contained in this system are safeguarded in accordance with 43 CFR 2.226 and other applicable security and privacy rules and policies. Paper records are maintained in locked file cabinets and/or safes under the control of authorized personnel during normal hours of operation. Computer servers on which electronic records are stored are located at a FedRAMP-approved cloud service provider with physical, technical, and administrative levels of security to prevent unauthorized access to the system and information assets. The cloud service provider implements protections, controls and access restrictions as required to maintain the necessary FedRAMP certification and to mitigate the privacy risks. Authorized DOI and contractor personnel must complete mandatory security, privacy, records management, and HIPAA training specific to their roles to ensure they are knowledgeable about how to protect personally identifiable information before they are granted access to the system of records.

Computerized records systems follow the National Institute of Standards and Technology privacy and security standards as developed to comply with the Privacy Act of 1974, as amended, 5 U.S.C. 552a; Paperwork Reduction Act of 1995, 44 U.S.C. 3501 et seq.; the Federal Information Security Modernization Act of 2014, 44 U.S.C. 3551 et seq.; and the Federal Information Processing Standards 199: Standards for Security Categorization of Federal Information and Information Systems. Security controls include user identification, multi-factor authentication, database permissions, encryption, firewalls, audit logs, and network system security monitoring, and software controls which establish access levels according to the type of user. Access to records in the system is limited to authorized personnel who have a need to access the records in the performance of their official duties, and each user’s access is restricted to only the functions and data necessary to perform that person’s job responsibilities. Audit trails are maintained and reviewed periodically to identify unauthorized access or use. A Privacy Impact Assessment was conducted on the Behavioral Health and Wellness Program System to ensure that Privacy Act requirements are met, and appropriate privacy controls were implemented to safeguard the personally identifiable information contained in the system.

An individual requesting access to their records should send a written inquiry to the applicable System Manager identified above. DOI forms and instructions for submitting a Privacy Act request may be obtained from the DOI Privacy Act Requests website at https://www.doi.gov/privacy/privacy-act-requests. The request must include a general description of the records sought and the requester’s full name, current address, and sufficient identifying information such as date of birth or other information required for verification of the requester’s identity. The request must be signed and dated and be either notarized or submitted under penalty of perjury in accordance with 28 U.S.C. 1746. Requests submitted by mail must be clearly marked "PRIVACY ACT REQUEST FOR ACCESS" on both the envelope and letter. A request for access must meet the requirements of 43 CFR 2.238.

An individual requesting amendment of their records should send a written request to the applicable System Manager as identified above. DOI instructions for submitting a request for amendment of records are available on the DOI Privacy Act Requests website at https://www.doi.gov/privacy/privacy-act-requests. The request must clearly identify the records for which amendment is being sought, the reasons for requesting the amendment, and the proposed amendment to the record. The request must include the requester’s full name, current address, and sufficient identifying information such as date of birth or other information required for verification of the requester’s identity. The request must be signed and dated and be either notarized or submitted under penalty of perjury in accordance with 28 U.S.C. 1746. Requests submitted by mail must be clearly marked "PRIVACY ACT REQUEST FOR AMENDMENT" on both the envelope and letter. A request for amendment must meet the requirements of 43 CFR 2.246.

An individual requesting notification of the existence of records about them should send a written inquiry to the applicable System Manager as identified above. DOI instructions for submitting a request for notification are available on the DOI Privacy Act Requests website at https://www.doi.gov/privacy/privacy-act-requests. The request must include a general description of the records and the requester’s full name, current address, and sufficient identifying information such as date of birth or other information required for verification of the requester’s identity. The request must be signed and dated and be either notarized or submitted under penalty of perjury in accordance with 28 U.S.C. 1746. Requests submitted by mail must be clearly marked "PRIVACY ACT INQUIRY" on both the envelope and letter. A request for notification must meet the requirements of 43 CFR 2.235.

None.

None.

U.S. Geological Survey, Water Resources Discipline, National Water Information System, 12201 Sunrise Valley Drive, MS 437, Reston, VA 20192 and 45 Water Science Centers (for locations see "System Managers and Addresses" below).

Individuals and groups who own or control physical access to groundwater or surface-water sites in the United States.

Note: This system contains records relating to corporations and other business entities. However, only records containing personal information relating to individuals are subject to the Privacy Act.

Each entry in the system contains non-mandatory fields that may contain information about the site-owner or a contact person associated with the site. This information includes site-owner name or contact person's name, postal address, and phone number.

43 U.S.C. 31 et seq. The Organic Act of March 3, 1879, as amended (1962); directs the Geological Survey to classify the public lands and examine the geological structure, mineral resources, and products within and outside the national domain.

The following routine uses may apply, as appropriate, to disclosures from record systems at the Department of the Interior that are protected by the Privacy Act of 1974, 5 U.S.C. 552, et seq.

The primary uses of the records in the system are:

(1) To maintain accurate, timely and complete information about groundwater and surface-water quantity, quality and use at sites throughout the United States, so that reports and surveys can be developed analyzing accurate information.

(2) To maintain information on site-owners and those controlling access to sites in order to obtain advance approval to visit a site on private land, or to request additional information about the site or activities taking place there.

Other disclosures outside the Department of the Interior may be made:

(1)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A party in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, state, territorial, local, tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, state, territorial, local, tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To state and local governments and tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

Disclosures outside the Department of the Interior may be made:

To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Disclosure to consumer reporting agencies:

Disclosure will not be made to consumer reporting agencies.

Storage:

Records are stored on magnetic hard disk media in relational databases at 45 Water Science Centers. These facilities are under the direction of the USGS, Water Resources Division (WRD) Science Center Directors. In addition to the forty-five Water Science Center sites, there are two NWIS real-time (NWIS-RT) redundant processing sites and the system development and testing site where the records are stored on hard disk in relational databases.

Records are retrieved by site location number only.

(1) Physical Security: Servers and related electronic systems including computer station monitors are located in locked buildings. In many locations law enforcement is also present to protect their security.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget, National Institute of Standards Technology, and Departmental requirements reflecting the implementation of the Federal Information Security Management Act. Electronic data is protected through user identification, passwords, database permissions, a Privacy Act Warning, and software controls. These security measures establish different degrees of access for different types of users. NWIS controls access using three layers of security: system user authentication, database access (table and row level) via grants, and roles and groups on the NWIS application. The Security Plan addresses the Department's Privacy Act safeguard requirements for Privacy Act systems at 43 CFR 2.51. A Privacy Impact Assessment was completed to ensure that Privacy Act requirements and safeguards are sufficient and in place. Its provisions will be updated as needed to ensure that Privacy Act requirements continue to be met.

(3) Administrative Security: Access is strictly limited to authorized personnel whose official duties require such access. All Departmental and contractor employees with access to NWIS are required to complete Privacy Act, Federal Records Act, and Information Technology Security Awareness training prior to being given access to the system, and on an annual basis, thereafter. All users sign security forms stating they will neither misuse government computers nor the information contained therein. In addition, managers and supervisors of users monitor the use of the database and ensure that the information is used in accordance with certified and accredited business practices.

The data stored in the NWIS databases are permanent records; therefore, the retention period is indefinite. When the data is no longer required for research or if the NWIS program is discontinued, records will be transferred to NARA for permanent retention pursuant to Records Schedules for similar records. This is in accordance with NARA Item Number 1400-01 dated April 14, 2008, and is part of the overall Water Resource Discipline Scientific Records Disposition Schedule.

(1) National Water Information System Program Office Chief, U.S. Geological Survey, Water Resources Discipline, 12201 Sunrise Valley Drive, MS 437, Reston, VA 20192;

(2) Director, Alabama Water Science Center, AUM TechnaCenter, 75 TechnaCenter Drive, Montgomery, AL 36117;

(3) Director, Alaska Science Center, 4230 University Drive, Grace Hall, Anchorage, AK 99508-4664;

(4) Director, Arizona Water Science Center, 520 North Park Avenue, Suite 221, Tucson, AZ 85719-5035;

(5) Director, Arkansas Water Science Center, 401 Hardin Road, Little Rock, AR 72211-3528;

(6) Director, Caribbean Water Science Center, GSA Center, 651 Federal Drive, Suite 400-15, Guaynabo, PR 00965;

(7) Director, Colorado Water Science Center, Denver Federal Center, Box 25046, Mail Stop 415, Denver, CO 80225;

(8) Director, Florida Integrated Science Center--Tallahassee, 12703 Research Parkway, Orlando, FL 32826;

(9) Director, Georgia Water Science Center, 3039 Amwiler Road, Suite 130, Atlanta, GA 30360-2824;

(10) Water Director, Idaho Water Science Center, 230 Collins Road, Boise, ID 83702-4520;

(11) Director, Illinois Water Science Center, 221 N. Broadway Avenue, Suite 101, Urbana, IL 61801-2748;

(12) Director, Indiana Water Science Center, 5957 Lakeside Blvd, Indianapolis, IN 46278;

(13) Director, Iowa Water Science Center, 400 South Clinton Street, Room 269, Iowa City, IA 52240;

(14) Director, Kansas Water Science Center, S4821 Quail Crest Place, Lawrence, KS 66049;

(15) Director, Kentucky Water Science Center, 9818 Bluegrass Parkway, Louisville, KY 40299;

(16) Director, Louisiana Water Science Center, 3535 Sherwood Forest Blvd., Suite 120, Baton Rouge, LA 70816;

(17) Director, Maryland Water Science Center, 5522 Research Park Drive, Baltimore, MD 21228;

(18) Director, Massachusetts Water Science Center, 10 Bearfoot Road, Northborough, MA 01532;

(19) Director, Michigan Water Science Center, 6520 Mercantile Way, Suite 5, Lansing, MI 48911;

(20) Director, Minnesota Water Science Center, 2280 Woodale Drive, Mounds View, MN 55112;

(21) Director, Mississippi Water Science Center, 308 S. Airport Road, Pearl, MS 39208-6649;

(22) Director, Missouri Water Science Center, 1400 Independence Road, Rolla, MO 65401;

(23) Director, Montana Water Science Center, 3162 Bozeman Avenue, Helena, MT 59601;

(24) Director, Nebraska Water Science Center, 5231 South 19th Street, Lincoln, NE 68512-1271;

(25) Director, Nevada Water Science Center, 2730 N. Deer Run Road, Carson City, NV 89701;

(26) Director, New Jersey Water Science Center, 810 Bear Tavern, Suite 206, West Trenton, NJ 08628;

(27) Director, New Mexico Water Science Center, 5338 Montgomery Blvd. NE, Suite 400, Albuquerque, NM 87109;

(28) Director, New York Water Science Center, 425 Jordan Road, Troy, NY 12180-8349;

(29) Director, North Carolina Water Science Center, 3916 Sunset Ridge Road, Raleigh, NC 27602;

(30) Director, North Dakota Water Science Center, 821 East Interstate Avenue, Bismarck, ND 58503-1199;

(31) Director, Ohio Water Science Center, 6480 Doubletree Avenue, Columbus, OH 43229-1111;

(32) Director, Oklahoma Water Science Center, NW 66th Street, Building 7, Oklahoma City, OK 73116;

(33) Director, Oregon Water Science Center, 2130 SW 5th Avenue, Portland, OR 97201;

(34) Director, Pacific Islands Water Science Center, 677 Ala Moana Blvd., Suite 415, Honolulu, HI 96813;

(35) Director, Pennsylvania Water Science Center, 215 Limekiln Rd., New Cumberland, PA 17070;

(36) Director, South Carolina Water Science Center, 720 Gracern Road, Suite 129, Columbia, SC 29210;

(37) Director, South Dakota Water Science Center, 1608 Mt. View Road, Rapid City, SD 57702;

(38) Director, Tennessee Water Science Center, 640 Grassmere Park, Suite 100, Nashville, TN 37211;

(39) Director, Texas Water Science Center, 8027 Exchange Drive, Austin, TX 78754-4733;

(40) Director, Utah Water Science Center, 2329 W. Orton Circle, Valley City, UT 84119-2047;

(41) Director, Virginia Water Science Center, 1730 East Parham Road, Richmond, VA 23228;

(42) Director, Washington Water Science Center, 934 Broadway, Suite 300, Tacoma, WA 98402;

(43) Director, Western Region Office, 3020 State University Drive East, Suite 3005, Menlo Park, CA 94025;

(44) Director, West Virginia Water Science Center, 11 Dunbar Street, Charleston, WV 25301;

(45) Director, Wisconsin Water Science Center, 8505 Research Way, Middleton, WI 53562-3581;

(46) Director, Wyoming Water Science Center, 2617 E. Lincolnway, Suite B, Cheyenne, WY 82001.

Inquiries regarding the existence of records about an individual shall be addressed to the appropriate Water Science Center Director shown under the System Managers list above. A written, signed request stating that the requestor seeks information concerning records pertaining to him or herself is required. (see 43 CFR 2.60.)

For copies of your records, write to the appropriate Water Science Center Director shown under the System Managers list above. The request must be in writing, signed by the requestor, and meet the content requirements of 43 CFR 2.63.

To request amendment of your records, write to the appropriate Water Science Center Director shown under the System Managers list above. The request must be in writing, signed by the requestor and meet the content requirements of 43 CFR 2.71.

Designated USGS personnel enter site-owner location information that is provided by individuals, well drillers, local, State environmental protections offices, water management districts or Federal cooperating agencies such as the U.S. Army Corps of Engineers, Environmental Protection Agency, and the Department of Commerce, National Oceanic and Atmospheric Administration's National Weather Service.

None.

USGS Geologic Hazards Team, 1711 Illinois St, Golden, CO 80401.

Denver Federal Center, Building 53, Lakewood, CO 80225.

USGS Earthquake Hazards Team, 345 Middlefield Rd., Menlo Park, CA 94025.

USGS Pasadena Field Office, 525 S. Wilson Ave., Pasadena, CA 91106.

EROS Data Center, 47914 252nd St., Sioux Falls, SD 57198.

(1) Individuals who have requested information from the Earthquake Hazards Program (EHP) or have reported a Web site problem to the EHP Web Team. (2) Individuals who have signed up to receive e-mail announcements from various projects within the EHP. (3) Individuals who have subscribed to the Earthquake Notification Service. (4) Individuals who have entered data in the citizen science system(s).

The information retained in the system contains the following information from the individuals covered by the system: e-mail address, in some cases login id, login password, username, and non-mandatory data that may include the name, affiliation, phone number, and postal address.

This system of records is maintained under the authority of NEHRP (National Earthquake Hazards Reduction Program), established by Congress in 1977 (Pub. L. 95-124) and the Advanced National Seismic System (Pub. L. 106-503 and Pub. L. 108-360).

The primary purposes of the records is: To make earthquake information available to members of the public who request to participate in exchanges of earthquake information by e-mail notification, Web site publications, and real-time data pushes/pulls to clients.

DISCLOSURES OUTSIDE DOI MAY BE MADE WITHOUT THE CONSENT OF THE INDIVIDUAL TO WHOM THE RECORD PERTAINS UNDER THE ROUTINE USES LISTED BELOW:

(1)(a) To any of the following entities or individuals, when the circumstances set forth in paragraph (b) are met:

(i) The U.S. Department of Justice (DOJ);

(ii) A court or an adjudicative or other administrative body;

(iii) A part in litigation before a court or an adjudicative or other administrative body; or

(iv) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(b) When:

(i) One of the following is a party to the proceeding or has an interest in the proceeding:

(A) DOI or any component of DOI;

(B) Any other Federal agency appearing before the Office of Hearings and Appeals;

(C) Any DOI employee acting in his or her official capacity;

(D) Any DOI employee acting in his or her individual capacity if DOI or DOJ has agreed to represent that employee or pay for private representation of the employee;

(E) The United States, when DOJ determines that DOI is likely to be affected by the proceeding; and

(ii) DOI deems the disclosure to be:

(A) Relevant and necessary to the proceeding; and

(B) Compatible with the purpose for which the records were compiled.

(2) To a congressional office in response to a written inquiry that an individual covered by the system, or the heir of such individual if the covered individual is deceased, has made to the office.

(3) To any criminal, civil, or regulatory law enforcement authority (whether Federal, State, territorial, local, Tribal or foreign) when a record, either alone or in conjunction with other information, indicates a violation or potential violation of law--criminal, civil, or regulatory in nature, and the disclosure is compatible with the purpose for which the records were compiled.

(4) To an official of another Federal agency to provide information needed in the performance of official duties related to reconciling or reconstructing data files or to enable that agency to respond to an inquiry by the individual to whom the record pertains.

(5) To Federal, State, territorial, local, Tribal, or foreign agencies that have requested information relevant or necessary to the hiring, firing or retention of an employee or contractor, or the issuance of a security clearance, license, contract, grant or other benefit, when the disclosure is compatible with the purpose for which the records were compiled.

(6) To representatives of the National Archives and Records Administration to conduct records management inspections under the authority of 44 U.S.C. 2904 and 2906.

(7) To State and local governments and Tribal organizations to provide information needed in response to court order and/or discovery purposes related to litigation, when the disclosure is compatible with the purpose for which the records were compiled.

(8) To an expert, consultant, or contractor (including employees of the contractor) of DOI that performs services requiring access to these records on DOI's behalf to carry out the purposes of the system.

(9) To appropriate agencies, entities, and persons when:

(a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and

(b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and

(c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

(10) To the Office of Management and Budget during the coordination and clearance process in connection with legislative affairs as mandated by OMB Circular A-19.

(11) To the Department of the Treasury to recover debts owed to the United States.

(12) To the news media when the disclosure is compatible with the purpose for which the records were compiled.

(13) To a consumer reporting agency if the disclosure requirements of the Debt Collection Act, as outlined at 31 U.S.C. 3711(e)(1), have been met.

Storage:

All records are maintained in a relational MySQL database stored on hard disk on each of the Web servers in Golden, CO; Denver, CO; Menlo Park, CA; Pasadena, CA; Sioux Falls, SD, and backed up on magnetic tape. Electronic requests sent to the "Web Team" e-mail contact designated in the footer of every Web page on the Earthquake Hazards Program Web site, which contains the return e-mail address of the inquirer, are deleted as soon as a response to the inquiry is sent to the inquirer.

All data in the database can be accessed by the database administrators by any mandatory field, which includes e-mail address or account name.

(1) Physical Security: The systems are physically housed in Government offices consisting of locked rooms with floor to ceiling walls. Access is granted through a proximity card system. Backup tapes are stored at the Denver Federal Center in Building 25 in Room 1860, with access granted through a proximity card system, and in Menlo Park Building 11 and 3, with access granted through a proximity card system.

(2) Technical Security: Electronic records are maintained in conformity with Office of Management and Budget, National Institute of Standards Technology and Departmental requirements reflecting the implementation of the Federal Information Security Management Act. Electronic data is protected through user identification, passwords, database permissions, a Privacy Act Warning, and software controls. These security measures establish different degrees of access for different types of users. The security controls protecting these databases are implemented in a hierarchical manner. The top layer is the Department of the Interior's Enterprise Services Network (ESN) security infrastructure which includes firewalls maintained in accordance with Department of Interior standards, Active-Scout Intrusion Detection, and a Juniper Intrusion Detection and Prevention (IDP) system. Additional security methods are implemented at each site: Firewalls, SSH, TCPwrappers, and Microsoft Active Directory. In addition to the layers of security described above, database access is controlled by restricted access to http://usgs.gov domains and by IP address, system user authentication, database access (table and row level) via grants, and specific database-table access by user account restrictions. Privacy information sent via the Internet is encrypted by SSL. The Security Plan addresses the Department's Privacy Act safeguard requirements for Privacy Act systems at 43 CFR 2.51. A Privacy Impact Assessment was completed to ensure that Privacy Act requirements and safeguards are sufficient and in place. Its provisions will be updated as needed to ensure that Privacy Act requirements continue to be met.

(3) Administrative Security: Access is strictly limited to authorized personnel whose official duties require such access. All Departmental and contractor employees with access to the records are required to complete Privacy Act, Federal Records Act, and Information Technology Security Awareness training prior to being given access to the system, and on an annual basis, thereafter. All users sign security forms stating they will neither misuse government computers nor the information contained therein. In addition, managers and supervisors of users monitor the use of the database and ensure that the information is used in accordance with certified and accredited business practices.

The records in the system are retained and disposed of in accordance with National Archives and Records Administration procedures and General Records Schedule 308-01 and 310-01.

ANSS Manager, USGS-GD-GHT, DFC P.O. Box 25046 MS-966, Denver, CO 80225.

An individual requesting notification of the existence of records on himself or herself should send a signed, written inquiry to the Systems Manager identified above. The request envelope and letter should both be clearly marked "PRIVACY ACT INQUIRY." A request for notification must meet the requirements of 43 CFR 2.60.

An individual requesting records on himself or herself should send a signed, written inquiry to the System Manager identified above. The request should describe the records sought as specifically as possible. The request envelopes and letter should both be clearly marked "PRIVACY ACT REQUEST FOR ACCESS." A request for access must meet the requirements of 43 CFR 2.63.

An individual requesting corrections or the removal of material from his or her records should send a signed, written request to the System Manager identified above. A request for corrections or removal must meet the requirements of 43 CFR 2.71.

Information in this system is obtained from the individuals who access the Earthquake Hazards Program Web site and fill out one of the forms either to provide information or to request information.

None.

Office of the Chief Geologist, Geologic Division, U.S. Geological Survey, National Center, Mail Stop 912, Reston, Virginia 22092.

Individuals assigned to U.S. Geological Survey who are considered for grants made through the National Research Council.

Contains name, address, social security number, date of birth, and marital status of individuals considered for a grant. Records included are: The SF 171 (Application for Federal Employment) for each individual; research proposal; internal memoranda; correspondence between the National Research Council and the applicant; travel requests, if appropriate; and documentation for renewal of assignment, if applicable.

43 U.S.C. 31 et seq., 5 U.S.C. 3101

The primary use of the records is to evaluate individuals being considered for grants made through the National Research Council. Disclosures outside the Department of the Interior may be made to: (1) The National Research Council for evaluation purposes; (2) The U.S. Department of Justice or in a proceeding before a court or adjudicative body when (a) the United States, the Department of the Interior, a component of the Department, or, when represented by the Government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and (b) the Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled; (3) Disclose pertinent information to an appropriate Federal, State, local, or foreign agency responsible for investigating, prosecuting, enforcing, or implementing a statute, regulation, rule, or order, where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation; (4) A congressional office from the record of an individual in response to an inquiry the individual has made to the congressional office; (5) A Federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or issuance of a security clearance, license, contract, grant or other benefit; and (6) Federal, State or local agencies where necessary to obtain information relevant to the hiring or retention of an employee or the issuance of a security clearance, license, contract, grant or other benefit.

Storage:

Manual system maintained in files showing data on Research Associates assigned to the Geological Survey under this program.

Indexed by name:

Maintained with safeguards meeting the requirements of 43 CFR 2.51.

Records are disposed of periodically as prescribed under Bureau Records Disposition Schedule RCS/Item 802-06b and 802-07.

Human Resources Officer, Geologic Division, U.S. Geological Survey, National Center, Mail Stop 912, Reston, Virginia 22092.

Under the specific exemption authority of 5 U.S.C. 552a(k)(5), the Department of the Interior has adopted a regulation (43 CFR 2.79(c)(2)) which exempts this system from the provisions of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f) to the extent that the system consists of investigatory material compiled solely for the purpose of determining suitability, eligibility or qualifications for federal civilian employment. The reasons for adoption of this regulation are set out at 40 FR 37217 (August 26, 1975).

(1) Eastern Publications Group, Office of the Eastern Regional Geologist, Geologic Division, Reston, VA; (2) Central Publications Group, Office of the Central Regional Geologist, Geologic Division, Denver CO; (3) Western Publications Group, Office of the Western Regional Geologist, Geologic Division, Menlo Park, CA.

Geologic Division authors of Geo-Science publications.

Contains record by author or title on publication plans, status and location of all manuscript maps and reports in preparation or published by Geologic Division employees.

43 U.S.C. 31, et seq.

The primary use of the records is to maintain knowledge of and track publication plans, status of manuscript maps and reports in preparation being entered by Geologic Division employees. Disclosure outside the Department of the Interior may be made: (1) To the U.S. Department of Justice when related to litigation or anticipated litigation; (2) of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license; (3) from the record of an individual in response to an inquiry from a Congressional office made at the request of that individual; (4) to a Federal agency which has requested information relevant or necessary for its hiring or retention of an employee, or issuance of a security clearance, license, contract, grant or other benefit; (5) to Federal, State or local agencies where necessary to obtain information relevant to the hiring or retention of an employee, or the issuance of a security clearance, license, contract, grant or other benefit; To appropriate agencies, entities, and persons when: (a) It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and (b) The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interest, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and (c) The disclosure is made to such agencies, entities and persons who are reasonably necessary to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm.

Storage:

Maintained in manual form on cards.

Indexed by author and Geographic area.