[Federal Register Volume 64, Number 66 (Wednesday, April 7, 1999)]
[Notices]
[Pages 16983-16984]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-8551]


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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, OS-46, 
``Secretarial Subject Files.'' The revisions will update the address of 
the system location and the system manager, and the storage, 
retrievability, safeguards, and records retention and disposal 
statements.

EFFECTIVE DATE: These actions will be effective on April 7, 1999.

FOR FURTHER INFORMATION CONTACT: Office of the Secretary Records 
Officer, Division of Technology Services, National Business Center, 
U.S. Department of the Interior, 1849 C Street NW, MS-1414 MIB, 
Washington, DC 20240.

SUPPLEMENTARY INFORMATION: The Office of the Secretary is amending OS-
46, ``Secretarial Subject Files,'' to update the address of the system 
location and system manager and to more accurately describe how records 
contained in the system are stored, retrieved, safeguarded, retained 
and disposed of. Accordingly, the Department of the Interior proposes 
to amend the system notice for ``Secretarial Subject Files,'' OS-46 in 
its entirety to read as follows:
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.
INTERIOR/OS-46

SYSTEM NAMED:
    Secretarial Subject Files--Interior, OS-46.

SYSTEM LOCATION:
    Division of Technology Services, National Business Center, U.S. 
Department of the Interior, 1849 C Street NW, MS-1414 MIB, Washington, 
DC 20240.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals writing to or receiving correspondence from the 
following Department of the Interior officials: The Secretary, the 
Under Secretary, the Deputy Secretary, the Solicitor, the Assistant 
Secretaries, the Deputy

[[Page 16984]]

Assistant Secretaries, and individuals serving in these capacities.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Names of correspondents, date and subject of correspondence, 
official record copies of correspondence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 391; 43 U.S.C. 1457; 44 U.S.C. 3101; Reorganization Plan 3 
of 1950.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The primary purpose of the system is to document and support the 
operational, program and policy decisions of Departmental officials at 
the Secretarial level. Disclosures outside the Department of the 
Interior may be made:
    (1) 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.
    (2) To appropriate Federal, State, local or foreign agencies 
responsible for investigation or prosecuting the violation of or for 
enforcing or implementing a statute, rule, regulation, order or 
license, when the disclosing agency becomes aware of information 
indicating a violation of or a potential violating of a statute, 
regulation, rule, order or license.
    (3) To a congressional office in connection with an inquiry an 
individual covered by the system has made to the congressional office.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Official record copies of correspondence are stored in file 
folders; an electronic copy of correspondence (dated January 1, 1997 or 
later) is stored in image files in a computer database. Index terms 
(for correspondence dated December 31, 1996 or earlier) are stored in 
index cards; index terms (for correspondence dated January 1, 1997 or 
later) are stored in a computer database.

RETRIEVABILITY:
    Records are retrieved by name of correspondent and/or date or 
subject for correspondence.

SAFEGUARDS:
    Official records copies of correspondence are stored in locked file 
cabinets, in a locked room. Computer image files are maintained in 
accordance with 43 CFR 2.51. Access to both paper and automated records 
is limited to persons whose official duties require such access.

RETENTION AND DISPOSAL:
    Records are retained in accordance with the Office of the Secretary 
Comprehensive Records Disposal Schedule K-1. Official record copies of 
correspondence are stored on site for ten (10) years, at a Federal 
Records Center for an additional ten (10) years, and are offered to the 
National Archives and Records Administration for permentent retention 
after twenty (20) years.

SYSTEM MANAGER(S) AND ADDRESS:
    Office of the Secretary Records Officer, Division of Technology 
Services, National Business Center, U.S. Department of the Interior, 
1849 C Street NW. MS-1414 MIB, Washington, DC 20240.

NOTIFICATION PROCEDURES:
    Inquires regarding the existence of records shall be addressed to 
the System Manager. The request must be in writing, signed by the 
requester, and meet the content requirements of 43 CFR 2.60.

RECORD ACCESS PROCEDURES:
    A request for access to records shall be addressed to the System 
Manager. The request must be in writing, signed by the requester, and 
meet the content requirements of 43 CFR 2.63.

CONTESTING RECORD PROCEDURES:
    A request for amendment of records shall be addressed to the System 
Manager. The requests must be writing, signed by the requester, and 
meet the content requirements of 43 CFR 2.71.

RECORD SOURCE CATEGORIES:
    Individuals corresponding with or on behalf of the Department at 
the Secretarial level.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 99-8551 Filed 4-6-99; 8:45 am]
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