[Federal Register Volume 63, Number 80 (Monday, April 27, 1998)]
[Notices]
[Pages 20651-20652]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-11134]


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DEPARTMENT OF JUSTICE

[AAG/A Order No. 150-98]


Privacy Act of 1974; Altered System of Records

    Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), the 
Immigration and Naturalization Service (INS), Department of Justice, 
proposes to modify and publish as a separate system of records, 
Subsystem N. of the Immigration and Naturalization Service Index 
System, Justice/INS-001, which was published on October 5, 1993 (58 FR 
51347). Subsystem N. was previously entitled ``Property Issued to 
Employees.'' As a new and separate system of records, it is now 
retitled ``The Asset Management Information System (AMIS), Justice/INS-
004,'' and is otherwise modified as follows.
    1. To remove, in their entirety, the exemptions applied to the INS-
001 system.
    2. To remove 10 routine use disclosure provisions which are 
inapplicable to these records.
    3. Of those routine uses retained, to modify two, i.e., routine 
uses identified as C. and F.
    4. To add one routine use, identified as routine use D.
    5. To add information regarding the issuance of firearms, including 
qualification scores; and
    6. To computerize all of the information in this system. (This 
effort is now in process.)

The republication of Subsystem N. as AMIS is part of a long-term INS 
initiative to redescribe, where appropriate, the subsystems in the INS-
001 system as separate systems of records. The objective of this effort 
is to improve reporting accuracy and clarity, in particular with 
respect to applicable routine use disclosures and exemptions.
    Title 5 U.S.C. 552a(e) (4) and (11) provide that the public be 
given a 30-day period in which to comment on proposed new routine use 
disclosures. The Office of Management and Budget (OMB), which has 
oversight responsibilities under the Act, requires a 40-day period in 
which to conclude its review of the proposal.
    Therefore, please submit any comments by May 27, 1998. The public, 
OMB, and the Congress are invited to send written comments to Patricia 
E. Neely, Program Analyst, Information Management and Security Staff, 
Justice Management Division, Department of Justice, Washington, DC 
20530 (Room 850, WCTR Building).
    In accordance with 5 U.S.C. 552a(r), the Department has provided a 
report to OMB and the Congress on the proposed modification.

    Dated: April 8, 1998.
Stephen R. Colgate,
Assistant Attorney General for Administration.
JUSTICE/INS-004

System Name:
    The Asset Management Information System (AMIS).

System Location:
    Headquarters, Regional and District offices, Administrative 
Centers, Border Patrol Sector Headquarters, Sub-Offices, Stations, and 
satellite offices of the Immigration and Naturalization Service (INS) 
in the United States and Foreign Countries as detailed in JUSTICE/INS-
999.

Categories of Individuals Covered by the System:
    Current and former employees of the INS, contract personnel, and 
temporarily detailed personnel of other Government agencies who have 
been assigned responsibility for government-owned or controlled 
property.

Categories of Records in the System:
    This system of records contains property management records which 
include information on government-owned or controlled personal property 
(e.g., personal computers, firearms, etc.), and communications 
equipment (e.g. radios, radar, telephones, etc.), in the personal 
custody of the individuals covered by this system and used in the 
performance of their official duties. Information includes the name of 
such individual, property issued, serial number of the item, dates 
property issued and returned and the individual/supervisor's initials. 
In addition, records on firearms include a qualifications roster, and 
firearm qualifications scores of each officer authorized to use and 
carry a firearm, and an individual qualifications history.

Authority for Maintenance of the System:
    (1) 40 U.S.C. 486; (2) 41 CFR part 101; and (3) 41 CFR part 128.

Purpose:
    Information in this system is used to manage assets in the custody 
of the INS in compliance with statutes and regulations governing 
property management. The records are used to issue, track location 
thereof, and maintain accountability for government owned or controlled 
property, including firearms. The system also is used to assess and 
determine firearm qualifications on an ongoing basis to ensure that 
firearms are issued only to qualified and authorized personnel.

Routine Uses of Records Maintained in the System including Categories 
of Users and the Purposes of such Uses:
    Relevant information contained in this system of records may be 
disclosed as follows:
    A. Where the record, either on its face or in conjunction with 
other information, indicates a violation or potential violation of law 
(whether civil, criminal or regulatory in nature) to the appropriate 
agency, (whether federal, state, local or foreign) charged with the 
responsibility of investigating or prosecuting such violations or 
charged with enforcing or implementing the statute, rule, regulation or 
order issued pursuant thereto.
    B. To a Federal, State, local or foreign government agency in 
response to its request, in connection with the hiring or retention of 
an employee, the issuance of a security clearance, the reporting of an 
investigation of an employee, the letting of a contract or the issuance 
of a license, grant, loan or other benefit by the requesting agency, to 
the extent that the information is relevant and necessary to the 
requesting agency's decision on the matter.
    C. To a Federal, State or local agency maintaining civil, criminal 
or other relevant enforcement information or other pertinent 
information such as current licenses if disclosure is necessary to 
obtain information relevant to an INS decision concerning the retention 
of an employee, the issuance of a firearm and/or a security clearance, 
the letting of a contract or the issuance of a license or other 
benefit.
    D. In a proceeding before a Court or adjudicative body before which 
INS or the Department of Justice (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 INS or DOJ to be arguably 
relevant to the litigation: The DOJ component or subdivision thereof; 
any DOJ employee in his/her official capacity; any DOJ employee in his/
her individual capacity where the DOJ has agreed to represent the 
employee; or the United States where INS or the DOJ determines that the 
litigation is likely to affect it or any of its subdivisions.

[[Page 20652]]

    E. 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.
    F. To the General Services Administration and National Archives and 
Records Administration in records management inspections conducted 
under the authority of 44 U.S.C. 2904 and 2906.
    G. 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 a personal privacy.

Policies and Practices for Storing, Retrieving, Accessing, Retaining 
and Disposing of Records in the System:
Storage:
    A. Paper records and cards are stored in manually-operated index 
machines, file drawers and boxes; other information is stored manually 
as paper records in file folders.
    B. Electronic records are stored in a database on magnetic disk.

Retrievability:
    These records are retrieved by last name and social security number 
of the record subject.

Safeguards:
    INS offices are located in buildings under security guard, and 
access to the premises is by official identification. All records are 
stored in a space which is locked outside of normal office hours. In 
addition, paper records are stored in locked cabinets or machines. 
Access to the automated system is controlled by restricted password for 
use at remote terminals in secured areas.

Retention and Disposal:
    General property management records are maintained in accordance 
with General Records Schedules 3 and 4. The following INS proposal for 
retention and disposal of records on firearms is pending approval by 
the Archivist of the United States. Records on returned firearms will 
be maintained for three years, archived to the Department of Justice 
Data Center (DOJDC), Dallas, Texas, and then destroyed when seven years 
old. Records on lost/stolen firearms will be maintained for three 
years, archived to the DOJDC and destroyed when 20 years old. (Paper 
records will be destroyed as they are computerized.)

System Managers and Address:
    Chief, Property Section; Logistics Policy, Planning and Evaluation 
Branch; 425 I Street NW, Room 2214, Washington, DC 20536.

Notification Procedures:
    Inquiries should be addressed to the Freedom of Information and 
Privacy Act (FOIA/PA) Officer at the INS office where the record is 
maintained or to the FOIA/PA Officer at 425 I Street NW, Washington, DC 
20536.

Record Access Procedures:
    Requests for access to records in this system shall be in writing 
and should be addressed to the appropriate FOIA/PA Officer as indicated 
above. Such request may be submitted either by mail or in person. If a 
request for access is made by mail, clearly mark the envelope and 
letter ``Privacy Access Request.'' To identify a record relating to an 
individual, a requester should provide full name, date of birth, 
verification of identity (in accordance with 8 CFR 103.21(b)), a 
description of the general subject matter and, if known, the related 
Property Control Number. The requester shall also provide a return 
address for transmitting the records to be released.

Contesting Record Procedures:
    An individual desiring to contest or amend information maintained 
in the system should direct his or her request to the appropriate FOIA/
PA officer as indicated above. The request should state clearly what 
information is being contested, the reasons for contesting and the 
proposed amendment to the information.

Record Sources Categories:
    Records are generated from property purchase orders; acquisition, 
transfer and disposal data; and employee locator documentation, or 
otherwise from the record subject.

Systems Exempted from Certain Provisions of the Act:
    None.

[FR Doc. 98-11134 Filed 4-24-98; 8:45 am]
BILLING CODE 4410-10-M