[Federal Register Volume 64, Number 78 (Friday, April 23, 1999)]
[Notices]
[Pages 20013-20014]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-10215]


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DEPARTMENT OF THE INTERIOR

Office of the Secretary


Privacy Act of 1974; As Amended; Revisions to an 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-20, ``Secretarial Controlled Correspondence File.'' The revisions 
will update the record source categories statement and the address of 
the system location and system manager.

EFFECTIVE DATE: These actions will be effective on April 23, 1999.

FOR FURTHER INFORMATION CONTACT: Director, Office of Executive 
Secretariat, U.S. Department of the Interior, 1849 C Street NW, MS-7229 
MIB, Washington, DC 20240.

SUPPLEMENTARY INFORMATION: The Department of the Interior is proposing 
to amend the system notice for OS-20, ``Secretarial Controlled 
Correspondence File,'' to update the record source categories statement 
and the address of the system location and system manager to reflect 
changes that have occurred since the notice was last published. 
Accordingly, the Department of the Interior proposes to amend the 
``Secretarial Controlled Correspondence File,'' OS-20, system notice in 
its entirety to read as follows:
Sue Ellen Sloca,
Office of the Secretary Privacy Act Officer, National Business Center.
INTERIOR/OS-20

SYSTEM NAME:
    Secretarial Controlled Correspondence File--Interior, OS--20.

SYSTEM LOCATION:
    Office of Executive Secretariat, U.S. Department of the Interior, 
1849 C Street NW, MS-7229 MIB, Washington, DC 20240.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons who have written to the Secretary of the Interior on 
official business.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Information identifying the author(s) of correspondence received, 
date and subject of the correspondence, disposition of the 
correspondence.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301; 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 use of the records is to ascertain the status of 
official correspondence sent to the Secretary of the Interior.
    Disclosures outside the Department of the Interior may be made:
    (1) To another Federal agency to enable that agency to respond to 
an inquiry by the individual to whom the record pertains.
    (2) To the Department of Justice, or to a court, adjudicative or 
other administrative body, or to a party in litigation before a court 
or adjudicative or administrative body, when: (a) One of the following 
is a party to the proceeding or has an interest in the proceeding: (1) 
The Department or any component of the Department; (2) Any Departmental 
employee acting in his or her official capacity; (3) Any Departmental 
employee acting in his or her individual capacity where the Department 
or the Department of Justice has agreed to represent the employee; or 
(4) The United States, when the Department determines that the 
Department is likely to be affected by the proceeding; and (b) The 
Department deems the disclosure to be: (1) Relevant and necessary to 
the proceeding; and (2) Compatible with the purpose for which it 
compiled the information.
    (3) To the appropriate Federal, State, tribal, local or foreign 
governmental agency that is responsible for investigating, prosecuting, 
enforcing or implementing a statute, rule, regulation order or license, 
when the Department becomes aware of an indication of a violation or 
potential violation of the statute, rule, regulation, order or license.
    (4) To a congressional office in response to an inquiry to that 
office by the individual to whom the record pertains.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in an automated database.

RETRIEVABILITY:
    Records are retrieved by a unique number assigned by the automated 
system to each letter received, name of correspondent(s), subject(s) of 
correspondence, date of correspondence, date correspondence received in 
the Office of Executive Secretariat, and disposition of correspondence.

SAFEGUARDS:
    Records are maintained in a secure database with access limited by 
security software. Database is installed on hardware located in a 
secure room.

RETENTION AND DISPOSAL:
    Records are retained and disposed of in accordance with General 
Records Schedule No.23, Item No.3, which you can find at http://
www.nara.gov.

SYSTEM MANAGER(S) AND ADDRESSES:
    Director, Office of Executive Secretariat, U.S. Department of the 
Interior, 1849 C Street NW, MS-7229 MIB, 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 System Manager. The 
request must be in writing, signed by the requestor, state that the 
requester seeks information on his/her records, and comply with the 
content requirements of 43 CFR 2.60.

RECORD ACCESS PROCEDURES:
    An individual requesting access to records maintained on him or her 
should address his/her request to the System Manager. The request must 
be in writing, signed by the requestor, and

[[Page 20014]]

comply with the requirements of 43 CFR 2.63.

CONTESTING RECORD PROCEDURES:
    An individual requesting amendment of a record maintained on him or 
her should address his/her request to the System Manager. The request 
must be in writing, signed by the requestor, and comply with the 
content requirements of 43 CFR 2.71.

RECORD SOURCE CATEGORIES:
    The information contained in this system of records is obtained 
both from the individuals to whom the records pertain and the agency 
officials who respond to the correspondence received.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 99-10215 Filed 4-22-99; 8:45 am]
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