[Federal Register Volume 64, Number 51 (Wednesday, March 17, 1999)]
[Notices]
[Pages 13226-13227]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-6440]



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DEPARTMENT OF THE INTERIOR

Office of the Secretary


Privacy Act of 1974; as Amended; Revisions to the Existing System 
of Records

AGENCY: Office of the Secretary, Department of the Interior.

ACTION: Proposed revisions to an existing system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended (5 
U.S.C. 552a), the Office of the Secretary is issuing public notice of 
its intent to modify an existing Privacy Act system of records notice, 
DOI-36, ``Telephone Call Detail Records.'' The revisions will update 
the addresses for the System Locations and the System Managers.

EFFECTIVE DATE: These actions will be effective on March 17, 1999.

FOR FURTHER INFORMATION CONTACT: Chief, Telecommunications Systems 
Division, Office of Information Resources Management, MS-5312, 1849 C 
Street NW, Washington, DC 20240.

SUPPLEMENTARY INFORMATION: In this notice, the Department of the 
Interior is amending the DOI-36, ``Telephone Call Detail Records,'' to 
update and more accurately identify the addresses of the System 
Locations and the System Managers. Accordingly, the Department of the 
Interior proposes to amend the ``Telephone Call Detail Records,'' DOI-
36 in its entirety to read as follows:
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.
INTERIOR/DOI-36

SYSTEM NAME:
    Telephone Call Detail Records--Interior, DOI-36.

SYSTEM LOCATION:
    (1) U.S. Department of the Interior, Office of Information 
Resources Management, Telecommunications Systems Division, MS-5312, 
1849 C Street NW, Washington, DC 20240.
    (2) Office of Bureau System Managers.
    (3) Bureau offices nationwide.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals (generally Department, bureau/office, and contractor 
employees) who make long distance telephone calls and individual who 
receive long distance telephone calls placed from or charged to DOI 
telephones.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records relating to the use of DOI telephone systems to place long 
distance calls; records indicating assignment of telephone numbers of 
employees; and records relating to the location of telephones.

    Note: Records of telephone calls made to the Department's Office 
of Inspector General Hotline number are excluded from the records 
maintained in this system pursuant to the provisions of 5 U.S.C., 
Appendix 3 Section 7(b) (Inspector General Act of 1978).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    31 U.S.C. 1348(b), which prohibits agencies from using appropriated 
funds to pay for personal calls; 44 U.S.C. 3101, which authorizes 
agencies to create and preserve records documenting agency 
organizations, functions, procedures, and transactions; and 43 CFR 201-
38.007, which limits the use of Government telephone systems to the 
conduct of official business.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    Disclosures within the Department of the Interior may be made to 
employees of the Department to determine responsibility for long 
distance telephone calls, and to resolve disputes and facilitate the 
verification of discrepancies relating to the billing, payment, or 
reconciliation of telephone operational or accountability record.
    Disclosures outside the Department of the Interior may be made: (1) 
To representatives of a telecommunications company providing 
telecommunications support to permit the servicing of the account; (2) 
To representatives of the General Services Administration or the 
National Archives and Records Administration to conduct records 
management inspections under authority of 44 U.S.C. 2904 and 2906; (3) 
To the U.S. Department of Justice or in a proceeding before a court or 
adjudicative body 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 of which the records were compiled; (4) Of information 
indicating a violation or potential violation of a statue, regulation, 
rule, order or license, to appropriate Federal, State, local or foreign 
agencies responsible for investigating or prosecuting the violation or 
for enforcing or implementing the stature, rule, regulation, order or 
license; (5) To a Federal agency that has requested information 
necessary or relevant to the hiring, firing, or retention of an 
employee, or the issuance of a security clearance, contract, license, 
grant or other benefit, but only to the extent that the information 
disclosed is relevant and necessary to the requesting agency's decision 
on the matter; and (6) To a congressional office from the record of an 
individual in response to an inquiry the individual has made to the 
congressional office.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Official records are stored in electronic form.

Retrievability:
    Records are retrieved by employee name, telephone number, 
identification number, or by account code.

Safeguards:
    Access to the records is limited to Departmental employees who have 
an official need to use the records in the performance of their duties. 
Records are stored in a controlled area and maintained with safeguards 
meeting the requirements of 43 CFR 2.51 for computer and paper records. 
Automated records are protected from unauthorized access through 
password identification procedures and other system-based protection 
methods.

Retention and disposal:
    In accordance with National Archives and Records Administration's 
General Records Schedule 12, Item 4, official (electronic) records are 
retained for three (3) years and then destroyed. Paper reference copies 
are destroyed when no longer needed or, if not before, when three (3) 
years old.

System manager(s) and address:
    (1) Chief, Telecommunications Systems Division, Office of 
Information Resources Management, MS-5312, MIB, 1849 C Street NW, 
Washington, DC 20240.
    (2) Telecommunications Manager, Office of Facilities Management, 
Bureau of Indian Affairs, PO Box 1246, Albuquerque, NM 87103.
    (3) Chief, Branch of Telecommunications, Bureau of Land Management, 
Denver Federal Center, MS-DW101, BLD. 50, PO Box 25047, Lakewood, CO 
80225.
    (4) Telecommunications Manager, Bureau of Reclamation, Denver 
Federal Center, MS-D-7190, PO Box 25007, Denver, CO 80225.

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    (5) Telecommunications Manager, U.S. Fish and Wildlife Service, 
IRM/TFO, PO Box 25207, Denver, CO 80225.
    (6) Chief, Branch of Telecommunications Services, U.S. Geological 
Survey, MS-809, National Center, Reston, VA 22092.
    (7) Chief, Safety and Facilities Management Branch, Minerals 
Management Service, MS-2000, 381 Elden Street, Herndon, VA 22070.
    (8) Telecommunications Manager, Information and Telecommunications 
Division, National Park Service, MS-2505, 1849 C Street NW, Washington, 
DC 20240.
    (9) Telecommunications Administrator, Office of Inspector General, 
MS-124, SIB, 1849 C Street NW, Washington DC 20240.
    (10) Chief, Telecommunications Service Office, National Business 
Center, Office of the Secretary, MS-1445, MIB, 1849 C Street NW, 
Washington, DC 20240.
    (11) Telecommunications Manager, Office of Surface Mining 
Reclamation and Enforcement, MS-10, SIB, 1849 C Street NW, Washington, 
DC 20240.

Notification procedure:
    A request for notification of the existence of records shall be 
addressed to the appropriate System Manager. The request shall be in 
writing, signed by the requester, and comply with the content 
requirements of 43 CFR 2.60.

Record access procedures:
    A request for access to records shall be addressed to the 
appropriate System Manager. The request shall be in writing, signed by 
the requester, and comply with the content requirements of 43 CFR 2.63.

Contesting record procedures:
    A request for amendment of records shall be addressed to the 
appropriate System Manager. The request shall be in writing, signed by 
the requester, and comply with the content requirements of 43 CFR 2.71.

Record source categories:
    Telephone assignment records, call detail listings, and results of 
administrative inquiries relating to assignment of responsibility for 
placement of specific long distance calls.

Exemptions Claimed for the System:
    None.

[FR Doc. 99-6440 Filed 3-16-99; 8:45 am]
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