[Federal Register Volume 60, Number 105 (Thursday, June 1, 1995)]
[Notices]
[Pages 28610-28611]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-13368]
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ENVIRONMENTAL PROTECTION AGENCY
[FRL-5213-8]
Privacy Act; Telephone Call Detail Records
AGENCY: Environmental Protection Agency.
ACTION: Notice of new Privacy Act System of Records.
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SUMMARY: In accordance with the requirements of the Privacy Act of
1974, the Environmental Protection Agency (EPA) is proposing to
establish a new system of records entitled ``Telephone Call Detail
Records--EPA/OIRM.''
EFFECTIVE DATE: This system of records shall become effective July 11,
1995 unless EPA receives written comments that result in a contrary
determination.
ADDRESSES: Written comments should be addressed to the Chief, EPA
Telecommunications Branch, MD-34, Research Triangle Park, N.C. 27711.
FOR FURTHER INFORMATION CONTACT: David A. Bittenbender, Chief,
Telecommunications Branch, U.S. Environmental Protection Agency, MD-34,
Research Triangle Park, N.C. 27711, (919) 541-0849.
SUPPLEMENTARY INFORMATION: The purposes of the Telephone Call Detail
system of records are to aid in planning future Agency
telecommunications needs and to control Agency telephone costs. In
connection with the latter purpose, EPA may generate personally
identifiable records retrievable by individuals' names or other
personal identifiers. Records in the system will identify telephone
calls billed to the Agency that were placed from Agency telephones by
EPA employees, contractors, grantees, and other persons performing
services on behalf of EPA. The records will be used to ensure
compliance with laws prohibiting the use of appropriated funds for
unofficial calls and to determine individual accountability for
telephone usage. Telephone calls will not be monitored or recorded in
connection with this system of records.
Dated: May 15, 1995.
John C. Chamberlin,
Assistant Administrator for Administration and Resources Management.
System Name
EPA Telephone Call Detail Records--EPA/OIRM.
Security Classification
None.
System Locations
(1) U.S. Environmental Protection Agency, National Data Processing
Division, Research Triangle Park, NC 27711.
(2) Fifty-plus EPA facilities nationwide.
Categories of Individuals Covered by the System
EPA employees, contractors, grantees, and other persons performing
services on behalf of the EPA who make telephone calls charged to EPA.
Categories of Records in System
Records relating to the use of Agency telephones to place telephone
calls, records indicating the assignment of telephone numbers to
personnel, and records indicating the location of telephones.
Authority for Maintenance of the System
31 U.S.C. 1348(b), which prohibits agencies from using appropriated
funds to pay for personal telephone calls; 44 U.S.C. 3101, which
authorizes agencies to create and preserve records documenting agency
organizations, functions, procedures, and transactions; and 41 CFR 201-
38, which prohibits the personal use of Government long distance
services.
Purpose
The purpose of this system of records is to aid EPA in planning its
future telecommunications needs, and to control agency telephone costs
by ensuring that EPA telephones are used for official purposes only and
by determining individual accountability for telephone usage.
Routine Uses of Records Maintained in the System, Including
Categories of Users and the Purposes of Such Uses
Records in this system may be disclosed: [[Page 28611]]
1. To Members of Congress or a Congressional office in response to
an inquiry from that Member or office made at the request of the
individual to whom the record pertains.
2. To Federal Government 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. Recipients are required to maintain the
records in accordance with the requirements of the Privacy Act.
3. To a Federal agency that has requested information relevant to
its decision in connection with the hiring or retention of an employee;
the reporting of an investigation on an employee; the letting of a
contract; or the issuance of a security clearance, license, grant, or
other benefit.
4. To a Federal, State or local agency, where necessary, to enable
EPA to obtain information relevant to an EPA decision concerning the
hiring or retention of an employee; the letting of a contract; or the
issuance of a security clearance, license, grant, or other benefit.
5. To an appropriate Federal, State, local or foreign agency
responsible for investigating, prosecuting, enforcing, or implementing
a statute, rule, regulation or order, where there is an indication of a
violation or potential violation of the statute, rule, regulation or
order and the information disclosed is relevant to the matter.
6. To the Department of Justice to the extent that each disclosure
is compatible with the purpose for which the record was collected and
is relevant and necessary to litigation or anticipated litigation in
which one of the following is a party or has an interest: (a) EPA or
any of its components, (b) an EPA employee in his or her official
capacity, (c) an EPA employee in his or her individual capacity where
the Department of Justice is representing or considering representation
of the employee, or (d) the United States where EPA determines that the
litigation is likely to affect the Agency.
7. In a proceeding before a court, other adjudicative body or grand
jury, or in an administrative or regulatory proceeding, to the extent
that each disclosure is compatible with the purpose for which the
record was collected and is relevant and necessary to the proceeding in
which one of the following is a party or has an interest: (a) EPA or
any of its components, (b) an EPA employee in his or her official
capacity, (c) an EPA employee in his or her individual capacity where
the Department of Justice is representing or considering representation
of the employee, or (d) the United States where EPA determines that the
litigation is likely to affect the Agency. Such disclosures include,
but are not limited to, those made in the course of presenting
evidence, conducting settlement negotiations, and responding to
requests for discovery.
8. To representatives of the General Services Administration and
the National Archives and Records Administration who are conducting
records management inspections under the authority of 44 U.S.C. 2904
and 2906.
9. To a telecommunications company and/or the General Services
Administration who are providing telecommunications support to verify
billing or perform other servicing to the account.
10. To EPA employees, contractors, grantees and other persons
performing services on behalf of the Agency to determine their
individual responsibility for telephone calls.
Disclosures to Consumer Reporting Agencies
Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made from this
system 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)).
Policies and Practices for Storing, Retrieving, Accessing,
Retaining, and Disposing of Records in System
Storage
System records are maintained on electronic media such as computer
tapes and diskettes, and as hard-copy records.
Retrievability
Records are retrieved by originating and destination telephone
numbers, responsible individuals, call date, call time, call duration,
destination city and state, and calling charge.
Safeguards
Access to these records is limited to EPA employees, contractors,
grantees, and other persons who are performing services on behalf of
the EPA and have an official need for the records in the performance of
their duties. EPA has established internal procedures governing the
use, transfer, and photocopying of the records within the Agency. Hard-
copy records are maintained in rooms that are locked during non-
business hours. Automated records are protected from unauthorized
access through password identification procedures and other system-
based protection methods.
Retention and Disposal
Records are disposed of in accordance with the National Archives
and Records Administration, General Records Schedule 12.
System Manager(s) And Address(es)
Chief, EPA Telecommunications Branch, MD-34, Research Triangle
Park, N.C. 27711. A list of fifty-plus site-specific system managers is
maintained by the EPA National Telecommunications Manager.
Notification Procedures
Any person wishing access to information in this system should
provide the national or local system managers with his or her name,
office, and current work telephone number, the telephone number(s) in
question, and the time period for which the information is being
sought. The system manager may require additional information to verify
the identity of the requester.
Record Access Procedures
Same as Notification Procedures. In addition, please specify the
records being requested.
Contesting Records Procedures
Same as Notification Procedures. In addition, please specify the
correction being sought and the justification for the correction.
Record Source Categories
(1) EPA employees, contractors, grantees, and other persons who are
performing services on behalf of the EPA, (2) EPA telephone assignment
and Locator records, (3) GSA and other phone companies, and (4) EPA-
owned Private Branch Exchange systems.
Systems Exempted From Certain Provisions of the Act
None.
[FR Doc. 95-13368 Filed 5-31-95; 8:45 am]
BILLING CODE 6560-50-P