[Federal Register Volume 62, Number 193 (Monday, October 6, 1997)]
[Notices]
[Pages 52145-52147]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-26345]


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DEPARTMENT OF THE INTERIOR


Privacy Act of 1974--Notice of Establishment of System of Records

    Pursuant to the provisions of the Privacy Act of 1974, as amended 
(5 U.S.C. 552a), notice is hereby given that the Department of the 
Interior proposes to establish a new system of records to be maintained 
by the Interior Service Center. The system, entitled ``Computerized ID 
Security System--Interior, OS-01,'' will include information pertaining 
to Departmental employees and other individuals who have had access to 
the Main and South Interior Buildings. The information contained in 
this system will be used for the purpose of operating and maintaining a 
computerized security access-card system. The system will enhance the 
security of the Main and South Interior Buildings, while enabling the 
Department to assure the safety of building occupants in the event of 
an emergency. Individuals entering or leaving the Main or South 
Interior Buildings will be required to scan a computerized 
identification (ID) card, equipped with a magnetic device, through a 
card reading device. The device will identify the card holder based on 
personal information encoded on the card, and will either authorize 
entry or deny access to the building in question.
    The potential impact on the privacy of individuals covered by the 
system will be minimal. Data pertaining to the date and time of entry 
and exit of an Interior employee will not be disclosed to supervisors, 
managers, or any other persons (other than the individual to whom the 
information applies) to verify time and attendance records for 
personnel-related purposes because 5 U.S.C. 6106 prohibits Federal 
Executive agencies (other than the Bureau of

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Engraving and Printing) from using a ``recording clock'' within the 
District of Columbia, unless used as part of a flexible schedule 
program under 5 U.S.C. 6120 et seq. Unless retained for specific 
ongoing security or safety investigations, records related to date and 
times of exit and entry of all individuals covered by the system will 
be retained for a period of no longer than 2 years.
    The notice is published in its entirety below.
    As required by the Privacy Act of 1974, as amended (5 U.S.C. 
552a(r)), the Office of Management and Budget, the Seante Committee on 
Governmental Affairs, and the House Committee on Government Operations 
have been notified of this action.
    5 U.S.C. 552a(e)(11) requires that the public be provided a 30-day 
period in which to comment on the intended use of the information in 
the system of records. The Office of Management and Budget, in its 
Circular A-130, requires an additional 10-day period (for a total of 40 
days) in which to make these comments. Written comments on this 
proposal can be addressed to the Office of the Secretary Privacy Act 
Officer, Interior Service Center, 1849 ``C'' Street NW, Mail Stop 1414 
MIB, Washington, DC 20240, telephone (202) 208-6045, e-mail 
Sue__Ellen__S[email protected]. Comments received within 40 days of 
publication in the Federal Register will be considered. The system will 
be effective as proposed at the end of the comment period, unless 
comments are received which would require a contrary determination.

    Dated: September 30, 1997.
Tim Vigotsky,
Director, Interior Service Center.
INTERIOR/OS-01

SYSTEM NAME:
    Computerized ID Security System--Interior, OS-01.

SYSTEM LOCATION:
    (1) Data covered by this system is maintained in the following 
location: U.S. Department of the Interior, Office of the Secretary, 
Interior Service Center, Facilities Management and Services, Physical 
Security Office, Room 1229 Main Interior Building, 1849 C Street NW., 
Washington, DC 20240.
    (2) Security access to data covered by this system is available at 
all locations within the vicinity of the Main Interior Building and the 
South Interior Building complex where staffed guard stations are 
established.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All individuals who have had access to the Main and South Interior 
Buildings. These include, but are not limited to, the following groups: 
Current agency employees, former agency employees, agency contractors, 
persons authorized to perform or to use services provided in the Main 
and South Interior Buildings (e.g., Department of the Interior Federal 
Credit Union, Interior Recreation Association Fitness Center, etc.) 
volunteers, and visitors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records maintained on current agency employees, former agency 
employees, and agency contractors include the following data fields: 
Name, Social Security number, date of birth, signature, image 
(photograph), hair color, eye color, height, weight, organization/
office of assignment, telephone number of emergency contact (optional/
voluntary data field), date of entry, time of entry, time of exit, 
security access category, number of ID security cards issued, ID 
security card issue date, ID security care expiration date, and ID 
security card serial number.
    Records maintained on all other individuals covered by the system 
include the following data fields: Name, Social Security number (or one 
of the following: Drivers License number, ``Green Card'' number, Visa 
number, or other ID number), U.S. citizenship (yes or no/logical data 
field), date of entry, time of entry, time of exit, purpose for entry, 
agency point of contact, security access category, number of ID 
security cards issued, ID security card issue date, ID security card 
expiration data, and ID security card serial number.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5. U.S.C. 301; Presidential Memorandum on Upgrading Security at 
Federal Facilities, June 28, 1995.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The primary purposes of the system are:
    (1) To ensure the safety and security of the Main and South 
Interior Buildings and their occupants.
    (2) To verify that all persons entering the buildings are 
authorized to enter them.
    (3) To track and control ID security cards issued to persons 
entering the buildings.
    Disclosures outside the Department of the Interior may be made:
    (1) To security service companies that provide monitoring and 
maintenance support for the system.
    (2) To the Federal Protective Service, and appropriate Federal, 
State, and local law enforcement agencies to investigate emergency 
response situations or to investigate and prosecute the violation of 
law, statute, rule, regulation, order or license.
    (3) 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.
    (4) To a congressional office in connection with an inquiry an 
individual covered by the system has made to the congressional office.
    (5) 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.

    Note: Disclosures within the Department of the Interior of data 
pertaining to date and time of entry and exit of an agency employee 
may not be made to supervisors, managers, or any other persons 
(other than the individual to whom the information applies) to 
verify employee time and attendance record for personnel actions 
because 5 U.S.C. 6106 prohibits Federal Executive agencies (other 
than the Bureau of Engraving and Printing) from using a recording 
clock within the District of Columbia, unless used as part of a 
flexible schedule program under 5 U.S.C. 6120 et seq.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in computerized form on a non-removable hard 
disk. Record backups are stored on removable diskettes and/or tapes.

RETRIEVABILITY:
    Records are retrievable by name, social Security number, other ID 
number, image (photograph), organization/office of assignment, agency 
point of contact, security access, category, date of entry, time of 
entry, time of exit, ID security card issue date, ID security card 
expiration date, and ID security card serial number.

SAFEGUARDS:
    The computer on which records are stored is located in an office 
that is secured by an alarm system and off-

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master key access. The computer itself is key-locked and access to the 
system is password-protected. Access granted to individuals at guard 
stations is password-protected; each person granted access to the 
system at guard stations must be individually authorized to use the 
system. A Privacy Act Warning Notice appears on the monitor screen when 
records containing information on individuals are first displayed. 
Backup diskettes/tapes are stored in a locked and controlled room in a 
secure, off-site location.

RETENTION AND DISPOSAL:
    Records relating to persons covered by the system are retained in 
accordance with General Records Schedule 18, Item No. 17. Unless 
retained for specific, ongoing security investigations:
    (1) Records relating to individuals other than employees are 
destroyed two years after ID security card expiration date.
    (2) Records relating to date and time of entry and exit of 
employees are destroyed two years after date of entry and exit.
    (3) All other records relating to employees are destroyed two years 
after ID security card expiration date.

SYSTEM MANAGER(S) AND ADDRESS:
    Buildings Manager, U.S. Department of the Interior, Interior 
Service Center, Facilities Management and Services, Buildings Manager's 
Office, m.s. 1221, 1849 C Street NW., Washington, DC 20240.

NOTIFICATION PROCEDURES:
    An individual requesting notification of the existence of records 
on him or her should address his/her request to the Buildings Manager. 
The request must be in writing and signed by the requester. (See 43 CFR 
2.60.)

RECORD ACCESS PROCEDURES:
    An individual requesting access to records maintained on him or her 
should address his/her request to the Buildings Manager. The request 
must be in writing and signed by the requester. (See 43 CFR 2.63.)

CONTESTING RECORDS PROCEDURES:
    An individual requesting amendment of a record maintained on him or 
her should address his/her request to the Buildings Manager. The 
request must be in writing and signed by the requester. (See 43 CFR 
2.71.)

RECORD SOURCE CATEGORIES:
    Individuals covered by the system, supervisors, and designated 
approving officials.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 97-26345 Filed 10-3-97; 8:45 am]
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