[Federal Register Volume 62, Number 5 (Wednesday, January 8, 1997)]
[Notices]
[Pages 1132-1134]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-357]
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DEPARTMENT OF JUSTICE
[AAG/A Order No. 126-96]
Privacy Act of 1974; Notice of New System of Records
Pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C.
552a), notice is given that the Department of Justice proposes to
establish a new system of records to be maintained by the Justice
Management Division, Security and Emergency Planning Staff.
The Security Access Control System (SACS), JUSTICE/JMD-014, is a
new
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system of records for which no public notice consistent with the
provisions of 5 U.S.C. 552a(e)(4) and (11) has been published.
5 U.S.C. 552a(e)(4) and (11) provide that the public be given a 30
day period in which to comment on the proposed system of records. The
Office of Management and Budget (OMB), which has oversight
responsibility under the Act, requires a 40 day period in which to
conclude its review of the system. Therefore, please submit any
comments by February 7, 1997. The public, OMB, and Congress are invited
to submit any comments to Patricia E. Neely, Program Analyst,
Information Management Security Staff, Justice Management Division,
Department of Justice, Washington, D.C. 20530 (Room 850 WCTR).
In accordance with 5 U.S.C. 552a(r), the Department has provided a
report on this system on OMB and the Congress.
The system of records is described below.
Dated: December 12, 1996.
Stephen R. Colgate,
Assistant Attorney General for Administration.
JUSTICE/JMD-014
SYSTEM NAME:
Security Access Control System (SACS)
SYSTEM LOCATION:
U.S. Department of Justice, Main Building, Room 6538, 950
Pennsylvania Ave. N.W., Washington, D.C. 20530-0001
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Department of Justice (DOJ) employees, contractors, or other
individuals who have been granted access to the Main Building, and/or
to such other DOJ satellite buildings as are served by this system
i.e., those buildings which are served by a direct terminal from the
Main Building.
CATEGORIES OF RECORDS IN THE SYSTEM:
Employee name, badge number, picture of badge containing picture ID
and signature, social security number, division (company name), home
telephone number, office telephone number, office room number and
building, date, time, and location of entry into or exit from the Main
Building or such other DOJ satellite buildings as are served by this
system. Letters of request from individuals, e.g., contractors, for
issuance of badges are also included.
AUTHORITIES FOR MAINTENANCE OF THE SYSTEM:
The maintenance of the system is authorized by Executive Order
12958, the Privacy Act of 1974 (5 U.S.C. 552a(e)(10)), and Pub. L. No.
90-620, as amended (44 U.S.C. Chapters 21 and 23), 5 U.S.C. 301, and 40
U.S.C. 486(c), as implemented by 41 CFR 101-20.3 and 41 CFR 101-20.103.
The Executive Order and Statutes address the security of records
maintained by Federal agencies, Public Buildings, Property and Works to
include Conduct on Federal Property and Physical Protection and
Building Security.
Purpose of the System:
The purpose of the system is to enhance the safety of DOJ
employees, and the security of Federal records and property by
effectively restricting access to authorized personnel and by detecting
unauthorized entry into the Main Building (and to such other DOJ
satellite buildings as are served by a direct terminal from the Main
Building). Specifically, access badges, or other similar devices, must
be inserted into a reader to gain entry into such DOJ buildings.
Similarly, access badges, etc., may be required to exit from such
buildings. Management officials and selected staff personnel (on a
need-to-know basis) may use the information to determine the status of
individuals entering DOJ buildings, and to maintain control of access
badges issued.
Routine Uses of Records Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
Relevant information may be disclosed as follows: (a) To a Member
of Congress or staff acting upon the Member's behalf when the Member or
staff requests the information on behalf of and at the request of the
individual who is the subject of the record; (b) to the news media and
the public pursuant to 28 CFR 50.2 unless it is determined that release
of the specific information in the context of a particular case would
constitute an unwarranted invasion of personal privacy; (c) to a court
or adjudicative body before which the DOJ is authorized to appear when
any of the following is a party to litigation or has an interest in
litigation and such records are determined by the DOJ to be arguably
relevant to the litigation: (i) The DOJ, or any component or
subdivision thereof, or (ii) any employee of the DOJ in his or her
official capacity, or (iii) any employee of the DOJ in his or her
individual capacity where the DOJ has agreed to represent the employee,
or (iv) the United States, where the DOJ determines that the litigation
is likely to affect it or any of its components or subdivisions; (d) to
the National Archives and Records Administration and the General
Services Administration in records management inspections conducted
under the authority of 44 U.S.C. 2904 and 2006; and (e) to private
contractors and/or maintenance personnel but only to the extent that
access is needed to perform their duties such as maintenance or similar
administrative support operations.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
Storage:
Automated records are stored on a hard drive Winchester disk,
magnetic tape reels, and on floppy disks. Letters of requests are
stored in file folders and file cabinets.
Retrievability:
Records are retrieved by name and by badge number.
Safeguards:
Access to the Main Building is controlled by guards and the SACS.
Access to the room housing the system is protected by a three way
combination lock, key in knob, and a simplex lock. Software safeguards
include a password required to access the system, and restrictions on
screens or files permitted to be accessed. Paper records are stored in
locked cabinets.
Retention and Disposal:
Records generated by inserting the badge for entry and exit, e.g.,
badge number, date, time, and location of entry into or exit from the
DOJ buildings, are maintained for a period of twelve months and are
destroyed by overwriting with new information. Other records are
retained until such time as the record subject has no need to enter the
DOJ buildings, except that letters of request are retained for three
months.
System Manager and Address:
Director, Security and Emergency Planning Staff, Department of
Justice, Room 6525, 950 Pennsylvania Avenue, N.W., Washington, D.C.
20530-0001.
Notification Procedure:
Inquiries concerning this system should be in writing and made to
the system manager identified above.
Record Access Procedures:
Make all requests for access in writing to the System Manager at
the address identified above. Clearly mark the envelope and letter
``Privacy Act Request.'' Provide full name and date of
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birth, with a notarized signature of the individual who is the subject
of the record, and a return address.
Contesting Record Procedures:
Direct all requests to contest or amend information in the record
to the System Manager at the address identified above. State clearly
and concisely the information being contested, the reason for
contesting it, and the proposed amendment thereof. Clearly mark the
envelope ``Privacy Act Request.'' The record must be identified in the
same manner as described for making a request for access.
Record Source Procedures:
Individuals covered by the system.
Systems Exempted From Certain Provisions of the Act:
None.
[FR Doc. 97-357 Filed 1-7-97; 8:45 am]
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