[Federal Register Volume 64, Number 54 (Monday, March 22, 1999)]
[Notices]
[Pages 13808-13809]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-6883]


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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 systems 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 record notice, 
OS-01, ``Computerized ID Security System.'' The revisions will update 
the addresses for the System Locations and System Manager.

EFFECTIVE DATE: These actions will be effective on March 22, 1999.

FOR FURTHER INFORMATION CONTACT: Security Manager, Physical Security 
Office, Division of Employee and Public Services, National Business 
Center, MS-1366, 1849 C Street NW, Washington, DC 20240.

SUPPLEMENTARY INFORMATION: In this notice, the Department of the 
Interior is amending OS-01, ``Computerized ID Security System,'' to 
update and more accurately identify the addresses of the System 
Locations and the System Manager. Accordingly, the Department of the 
Interior proposes to amend the ``Computerized ID Security System,'' OS-
01 in its entirety to read as follows:
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business 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, 
National Business Center, Division of Employee and Public 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.

[[Page 13809]]

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 card 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.

AUTHROITY 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 a 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-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. Back up 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:
    Security Manager, Physical Security Office, Division of Employee 
and Public Services, National Business Center, MS-1366, 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 Security Manager. 
The request must be in writing and signed by the requester. (See 43 CFR 
2.60).

RECORDS ACCESS PROCEDURES:
    An individual requesting access to records maintained on him or her 
should address his/her request to the Security 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 Security 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. 99-6883 Filed 3-19-99; 8:45 am]
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