[Federal Register Volume 64, Number 66 (Wednesday, April 7, 1999)]
[Notices]
[Pages 16989-16990]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-8557]


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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, 
OS-45, ``Security Clearance Files and Other Reference Files.'' The 
revisions will update the name of the system, the address of the system 
location and system manager, and the record storage statement.

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

FOR FURTHER INFORMATION CONTACT: Security Manager, Division of Employee 
and Public Services, National Business Center, U.S. Department of the 
Interior, 1849 C Street NW, MS-1226 MIB, Washington, DC 20240.

SUPPLEMENTARY INFORMATION: In this notice, the Department of the 
Interior is amending OS-45, ``Security Clearance Files and Other 
Reference Files'' to update the name of the system to describe it more 
accurately and to update the address of the system location and system 
manager and the record storage statement to reflect changes that have 
occurred since the notice was last published. Accordingly, the 
Department of the Interior proposes to amend the system notice for 
``Security Clearance Files and Other Reference Files,'' OS-45 in its 
entirety to read as follows:
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.
INTERIOR/OS-45

SYSTEM NAME:
    Personnel Security Files--Interior, OS-45.

SYSTEM LOCATION:
    Division of Employee and Public Services, National Business Center, 
U.S. Department of the Interior, 1849 C Street NW, MS-1226 MIB, 
Washington, DC 20240.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Employees in the Office of the Secretary, Bureau heads, Bureau 
Security Officers, and employees of other Departmental offices and of 
independent agencies, councils and commissions (which are provided 
administrative support), whose duties have been designated ``special 
sensitive,'' ``critical sensitive,'' ``noncritical sensitive'' or 
``clearance for FEMA special access program.''

CATEGORIES OF RECORDS IN THE SYSTEM:
    Copies of form SF-85, SF-86, of SF-171 as supplied by individuals 
covered by the system, copies of letters of transmittal between the 
Department of the Interior and the Office of Personnel Management 
concerning the individual's background investigation; copies of 
certification of clearance status and briefings and/or copies of 
debriefing certificates signed by individual, as appropriate. Card 
files contain case file summaries, case numbers and dispositions of 
case files following review.

[[Page 16990]]

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Executive Order 10450.

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 identify Office of the Secretary personnel who have been 
granted a security clearance.
    (2) To identify heads of Bureaus and their respective Security 
Officers who have been granted a security clearance.
    (3) To identify persons in a pending clearance status awaiting the 
results and adjudication of Office of Personnel Management 
investigations.
    (4) To identify persons whose clearance has been terminated in the 
last five years due to an administrative down-grading, a transfer to 
another agency, employment at another agency, or retirement.
    Disclosures outside the Department of the Interior may be made:
    (1) 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 for which the records were compiled.
    (2) To appropriate Federal, State, local or foreign agencies 
responsible for investigating or prosecuting the violation or for 
enforcing, implementing, or administering a statute, rule, regulation, 
order or license, when the disclosing agency becomes aware of 
information indicating a violation or potential violation 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.
    (4) To Federal, State, or local agencies that have requested 
information relevant or necessary to the hiring, firing or retention of 
an employee, or the issuance of a security clearance, license, 
contract, grant or other benefit.
    (5) To Federal, State or local agencies where necessary to obtain 
information relevant to the hiring or retention of an employee or the 
issuance of a security clearance, license, contract, grant or other 
benefit.
    (6) To the Office of Personnel Management for matters concerned 
with oversight activities (necessary for the Office of Personnel 
Management to carry out its legally-authorized Government-wide 
personnel management programs and functions.)

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    Paper copies of records are maintained in file folders. Electronic 
records are stored on a non-removable hard disk. Back-up records are 
stored on removable diskettes.

Retrievability:
    Records are indexed by name of employee or covered individual.

Safeguards:
    Records are stored in a locked room. Access to records is permitted 
only to cleared personnel on official business.

Retention and disposal:
    Records are maintained and disposed of in accordance with General 
Records Schedule No. 18, Item No. 23.

System manager(s) and address:
    Security Manager, Division of Employee and Public Services, 
National Business Center, Department of the Interior, 1849 C Street NW, 
MS-1226, Washington, DC 20240.

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

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

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

Record source categories:
    Individuals covered by the system. Other Federal agencies supplying 
data on individuals covered by the system.

Exemptions claimed for the system:
    None.

[FR Doc. 99-8557 Filed 4-6-99; 8:45 am]
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