[Federal Register Volume 60, Number 95 (Wednesday, May 17, 1995)]
[Notices]
[Pages 26437-26440]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-12087]



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FEDERAL RESERVE SYSTEM
[Docket No. R-0879]


Privacy Act of 1974; Proposed New Systems of Records

AGENCY: Board of Governors of the Federal Reserve System.

ACTION: Notice of new systems of records; request for comments.

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SUMMARY: In accordance with the Privacy Act of 1974 (Privacy Act) and 
Appendix I of OMB Circular No. A-130, the Board of Governors of the 
Federal Reserve System (Board) is establishing four new systems of 
records. The new systems are called: Freedom of Information/Privacy Act 
(FOIA/PA) Case Tracking and Reporting System (BGFRS-23); Telephone Call 
Detail Records (BGFRS/SS-1); Staff Identification Card File (BGFRS/SS-
2); Staff Parking Permit File (BGFRS/SS-3). These systems of records 
contain information about individuals and the records are retrieved by 
name or special identifier of the individual. Therefore, the Privacy 
Act requires notice of the systems to be published in the Federal 
Register.

DATES: Comments must be received on or before July 17, 1995.

ADDRESSES: Comments should refer to Docket No. R-0879, and may be 
mailed to William W. Wiles, Secretary, Board of Governors of the 
Federal Reserve System, 20th Street and Constitution Avenue NW., 
Washington, DC 20551. Comments also may be delivered to Room B-2222 of 
the Eccles Building between 8:45 a.m. and 5:15 p.m. weekdays, or to the 
guard station in the Eccles Building courtyard on 20th Street NW. 
(between Constitution Avenue and C Street) at any time. Comments 
received will be available for inspection in Room MP-500 of the Martin 
Building between 9 a.m. and 5 p.m., weekdays, except as provided in 12 
CFR 261.8 of the Board's Rules Regarding Availability of Information.

FOR FURTHER INFORMATION CONTACT: Elaine M. Boutilier, Senior Counsel, 
Legal Division, Board of Governors of the Federal Reserve System, 
Washington, DC 20551, (202) 452-2418.

SUPPLEMENTARY INFORMATION: The Board is establishing four new systems 
of records pursuant to the Privacy Act, entitled: (1) Freedom of 
Information/Privacy Act (FOIA/PA) Case Tracking and Reporting System 
(BGFRS-23); (2) Telephone Call Detail Records (BGFRS/S-1); (3) Staff 
Identification Card File (BGFRS/SS-2); (4) Staff Parking Permit File 
(BGFRS/SS-3).
    The system called FOIA/PA Case Tracking and Reporting System will 
consist of a data base tracking system to assist the Freedom of 
Information Office in processing requests under the Freedom of 
Information Act (FOIA) and Privacy Act (PA). This data base will 
contain the names of requesters under FOIA and PA, dates of requests 
and responses, names of Board staff working on each request, fee data, 
and information required to be collected for periodic reports to 
Congress. In general, this information is publicly available; 
exceptions may be made for home addresses of individual requesters and 
for data concerning requests under the Privacy Act, the release of 
which may cause an unwarranted invasion of personal privacy.
    The system called Telephone Call Detail Records will consist of 
records showing use of the Board's telephones by Board employees, 
consultants and contractors who have been assigned a telephone number 
by the Board. The purpose of the system is to determine accountability 
for telephone usage and to prevent waste or abuse of Board resources. 
The information will be derived primarily from telephone assignment 
records and call detail listings. Creation of this system is consistent 
with the Office of Management and Budget's (OMB) recommendation that 
agencies create systems of records to maintain telephone call detail 
records that contain information about individuals and are used to 
determine accountability for telephone usage. See, 52 FR 12990 (April 
20, 1987).
    The system called Staff Identification Card File will consist 
primarily of a data base containing information derived from an 
identification card containing a computer chip. This identification 
card interacts with the Board's computerized security system to permit 
and record access to the Board's premises. The identification card also 
permits an authorized employee to access secured areas at the Board, 
such as the exercise facility or the computer room, and records such 
access. The information in the system will be derived primarily from 
the individual employee, an official who authorizes access to secure 
areas, and use of the identification card.
    The system called Staff Parking Permit File will consist primarily 
of records containing information derived from applications by Board 
employees for parking permits for the Board's garages. This information 
includes the employee's name, address, longevity at the Board, and 
vehicle identification information. Other information in the system 
will reflect any actions taken to enforce the Board's Parking 
Regulations. The purpose of the system is to allocate limited parking 
space among Board employees and to maintain safety in the use of the 
garages.
    In accordance with 5 U.S.C. 552a(r), a report of these new systems 
of records is being filed with the President of the Senate, the Speaker 
of the House of Representatives, and the Director of the Office of 
Management and Budget. These new systems of records will become 
effective on July 17, 1995, without further notice, unless the Board 
publishes a notice to the contrary in the Federal 
Register. [[Page 26438]] 
    Accordingly, the Board proposes the establishment of the following 
systems of records.
BGFRS-23
    Freedom of Information Act/Privacy Act (FOIA/PA) Case Tracking and 
Reporting System.
    None.
    Freedom of Information Office, Board of Governors of the Federal 
Reserve System (Board), 20th Street & Constitution Avenue, NW, 
Washington, DC 20551.
    Individuals who have submitted requests and individuals whose 
records are requested by others under the provisions of the Freedom of 
Information Act (FOIA) and/or the Privacy Act (PA).
    A computer data base that includes: The log number assigned to the 
request, the name and address of a requester, the date of the request, 
the date a response is due, the date of the determination letter, the 
date responsive documents were mailed to requester, a brief description 
of the information requested, the names of Board staff to whom the 
request was assigned for processing, fee data, and other information 
used for tracking and to compile the FOIA Annual Report and Biennial 
Privacy Act Report to Congress and other ad hoc reports.
    5 U.S.C. 552 and 552a; 12 CFR parts 261 and 261a.
    To assist the Board in carrying out its responsibilities under the 
Freedom of Information Act and Privacy Act.
    (1) Information may be provided to another Federal agency, which 
furnished information responsive to a request, for the purpose of 
making a decision regarding access or amendment to the responsive 
information.
    (2) Information may be released to the news media and the public, 
unless it is determined that release of specific information in the 
context of a particular case would constitute an unwarranted invasion 
of personal privacy.
    (3) Information may be released to a Member of Congress or 
congressional staff as is necessary to appropriately respond to 
congressional inquiries on behalf of constituents.
    Records are stored on computer disks.
    Retrieved by name of requester, by log number assigned to the 
request, by the subject matter of the request, or any other field of 
information that is collected.
    Access to records is limited to Board personnel who have need for 
the records to perform their duties.
    Records are retained indefinitely.
    Manager, Freedom of Information Office, Mail Stop 132, Board of 
Governors of the Federal Reserve System, 20th Street & Constitution 
Avenue, NW., Washington, DC 20551.
    Inquiries should be sent to the Secretary of the Board, Board of 
Governors of the Federal Reserve System, 20th Street and Constitution 
Avenue Avenue, NW., Washington, DC 20551.
    Same as ``Notification procedure'' above.
    Same as ``Notification procedure'' above.
    The sources of information contained in this system are the 
individuals making requests, other agencies referring requests for 
access to or correction of records originating at the Board, and Board 
employees engaged in processing or making determinations on the 
requests.
    None.
BGFRS/SS-1
    Telephone Call Detail Records.
    None.
    Division of Support Services, Board of Governors of the Federal 
Reserve System, 20th Street & Constitution Avenue, NW., Washington, DC 
20551.
    Board employees, consultants and contractors who have been assigned 
a telephone number by the Board.
    Records relating to use of Board telephones to place local and long 
distance calls; records indicating assignment of telephone numbers to 
individuals covered by the system; and records relating to location of 
telephones.
    Sections 10 and 11 of the Federal Reserve Act, 12 U.S.C. 243 and 
248(l).
    To detect and prevent unauthorized usage of the Board's telephones.
    Information in the system may be disclosed, as is necessary:
    (1) To a congressional office in response to an inquiry made at the 
request of the individual to whom the record pertains.
    (2) To representatives of the National Archives and Records 
Administration who are conducting records management inspections.
    (3) To a court, magistrate, or administrative tribunal in the 
course of presenting evidence, including disclosures to counsel or 
witnesses in the course of civil discovery, litigation, or settlement 
negotiations or in connection with criminal proceedings.
    (4) To the appropriate federal, state, or local agency or authority 
responsible for investigating or prosecuting a violation of or for 
enforcing or implementing a statute, rule, regulation, or order, when 
the information indicates a violation or potential violation of law, 
whether civil, criminal, or regulatory in nature, and whether arising 
by general statute, or by particular program statute, or by regulation, 
rule, or order issued pursuant thereto.
    (5) To current or former Board employees and other individuals 
currently or formerly provided telephone services by the Board to 
determine their individual responsibility for telephone calls.
    (6) To respond to a federal agency's request made in connection 
with the hiring or retention of an employee, the [[Page 26439]] letting 
of a contract or issuance of a grant, license, or other benefit by the 
requesting agency, but only to the extent that the information 
disclosed is relevant and necessary to the requesting agency's decision 
on the matter.
    Electronic information is stored on disk and placed in a fire-proof 
safe.
    Retrieved by name of individual or telephone number or by number(s) 
dialed.
    Access control mechanisms restrict access to authorized personnel. 
Passwords restrict access to sensitive information based upon level of 
authorization. Audit trails provide an additional level of security. 
The file used to set passwords is encrypted and may only be accessed by 
those with the highest level of authorization.
    Backup is done monthly on disk, which are retained for three years. 
After three years the information on the disks is deleted and the disk 
re-used for backup. Disks that are no longer usable are destroyed.
    Director, Division of Support Services, Board of Governors of the 
Federal Reserve System, 20th Street & Constitution Avenue NW., 
Washington, DC 20551.
    Inquiries should be sent to the Secretary of the Board, Board of 
Governors of the Federal Reserve System, 20th Street & Constitution 
Avenue NW., Washington, DC 20551. The request must contain the 
individual's name and the telephone number assigned to the individual 
by the Board.
    Same as ``Notification procedure'' above.
    Same as ``Notification procedure'' above.
    Telephone assignment records; call detail listings; results of 
administrative inquiries relating to assignment of responsibility for 
placement of specific long distance and local calls.
    None.
BGFRS/SS-2
    Staff Identification Card File.
    None.
    Division of Support Services, Board of Governors of the Federal 
Reserve System, 20th Street & Constitution Avenue NW., Washington, DC 
20551.
    Board employees, consultants and contractors who have been issued a 
Board identification card.
    The system consists of a data base that contains an image of a 
picture of the employee; the employee's name and employee number; and 
authorization (if applicable) to use the exercise facilities, computer 
room, Central Stock Room (CSR) or National Security Information 
Processing Center (NSIPC). The data base records the times of attempted 
and authorized access to and egress from the Board's buildings using 
the identification card, use of the exercise facilities, computer room, 
CSR and NSIPC. Records from the data base may also be maintained in 
hard copy form.
    Sections 10 and 11 of the Federal Reserve Act, 12 U.S.C. 243 and 
248(l).
    To maintain security of the Board's premises against unauthorized 
entry; to record entry to Board premises as well as entry into secured 
areas by authorized personnel; to record departure from secured areas 
after regular business hours; to control access to certain areas within 
Board premises. Routine uses of records maintained in the system, 
including categories of users and the purposes of such uses: To provide 
information to:
    (1) A Congressional office in response to an inquiry made at the 
request of the individual to whom the record pertains.
    (2) Representatives of the National Archives and Records 
Administration who are conducting records management inspections.
    (3) A court, magistrate, or administrative tribunal in the course 
of presenting evidence, including disclosures to counsel or witnesses 
in the course of civil discovery, litigation, or settlement 
negotiations or in connection with criminal proceedings.
    (4) Board security staff for security purposes, or to determine 
whether an individual had entered the Board on a particular day or had 
exited the Board after regular business hours.
    (5) The system manager to determine compliance with the Board's 
rules regarding car pools and parking permits for the Board's garages.
    (6) The Board's Health Unit to determine usage of the exercise 
facility for purposes of safety, program planning and space allocation.
    Electronic information is stored on disk or on tape. Hard copy 
records are secured in a fire proof safe.
    Information is retrieved by name of individual issued the 
identification card, employee number, or card credential number.
    Security passwords restrict access to authorized personnel. 
Different levels of access are provided based upon the authorization. 
The file used to set the passwords is encrypted and may only be 
accessed by those with the highest level of authorization.
    Backup of log files is done daily. Tape and/or disk backup are done 
monthly and maintained for a period of two years.
    Director, Division of Support Services, Board of Governors of the 
Federal Reserve System, 20th Street & Constitution Avenue, NW., 
Washington, DC 20551.
    Inquiries should be sent to the Secretary of the Board, Board of 
Governors of the Federal Reserve System, 20th and Constitution Avenue, 
NW., Washington, DC 20551.
    Same as ``Notification procedure'' above.
    Same as ``Notification procedure'' above.
    Personnel information is obtained from the Board's personnel 
records and/or from the individual being issued the identification 
card. Information [[Page 26440]] regarding entry into and egress from 
Board premises or secured areas is obtained from use of the card to 
open the doors. Authorization for access to secured facilities on Board 
premises is provided by the Board official responsible for that secured 
facility.
    None.
BGFRS/SS-3
    Staff Parking Permit File.
    None.
    Division of Support Services, Board of Governors of the Federal 
Reserve System, 20th Street & Constitution Avenue, NW., Washington, DC 
20551.
    Board employees, consultants and contractors who have applied for 
and/or been issued a parking permit for the Board's garages.
    The system contains completed parking application forms (FR 1103), 
disability parking applications, and contingency parking requests 
submitted by employees; unusual-work-demand permit, and special 
contingency parking authorizations submitted by division directors; 
requests for parking for official visitors and contractors; 
notifications of lost permits; a listing of permit numbers assigned to 
car pools, van pools and individual employees; investigations made of 
compliance with the Board's Parking Regulations; and official actions 
taken as a result of violation of the Board's Parking Regulations.
    Sections 10 and 11 of the Federal Reserve Act, 12 U.S.C. 243 and 
248(l).
    To allocate usage of the limited number of parking spaces in the 
Board's garages among Board staff, visitors and contractors; to enforce 
the Board's Parking Regulations for safe usage of the garages.
    (1) To provide information to a Congressional office in response to 
an inquiry made at the request of the individual to whom the record 
pertains.
    (2) To investigate possible violations of the Board's Parking 
Regulations.
    (3) To determine eligibility for a parking permit.
    (4) To determine eligibility for a public transit subsidy payment.
    Electronic information is stored on tape and secured in a fire-
proof safe. Hard copies are stored in a locked file cabinet.
    Information is retrieved by name of individual, employee 
identification number, or license tag number.
    Access control mechanisms restrict access to authorized personnel. 
Passwords restrict access to sensitive information based upon level of 
authorization. The file used to set passwords is encrypted.
    Retention of personnel data is maintained until separation from the 
Board. Backup of files is done daily. Backup tapes and disks are 
destroyed when no longer needed. Hard copy files are shredded when no 
longer needed.
    Director, Division of Support Services, Board of Governors of the 
Federal Reserve System, 20th Street & Constitution Avenue, NW., 
Washington, DC 20551.
    Inquiries should be sent to the Secretary of the Board, Board of 
Governors of the Federal Reserve System, 20th Street & Constitution 
Avenue, NW., Washington, DC 20551.
    Same as ``Notification procedure'' above.
    Same as ``Notification procedure'' above.
    Information is obtained from the parking permit applications, 
authorizations and requests; and from written investigations of 
possible violations of the Board's Parking Regulations.
    None.

    By order of the Board of Governors of the Federal Reserve 
System, acting through the Secretary of the Board under delegated 
authority, May 11, 1995.
William W. Wiles,
Secretary of the Board.
[FR Doc. 95-12087 Filed 5-16-95; 8:45 am]
BILLING CODE 6210-01-P