[Federal Register Volume 64, Number 166 (Friday, August 27, 1999)]
[Notices]
[Pages 46930-46932]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-22286]


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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, 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-90, ``Federal Financial System.'' The revisions will update the 
number and name of the system, categories of records, routine uses, the 
storage and safeguards statements, and the addresses of the system 
locations and system managers.

EFFECTIVE DATE: These actions will be effective August 27, 1999.

FOR FURTHER INFORMATION CONTACT: Director, Office of Financial 
Management, U.S. Department of the Interior, 1849 C Street NW, MS-5412 
MIB, Washington, DC 20240.

SUPPLEMENTARY INFORMATION:
    The Department of the Interior is proposing to amend the system 
notice for OS-90, ``Federal Financial System,'' to update the number of 
the system to more accurately reflect its Department-wide scope, and to 
update the storage and safeguards statements and the address of the 
system locations and system managers to reflect changes that have 
occurred since the notice was last published.
Roy M. Francis,
Departmental Privacy Act Officer, Office of Information Resources 
Management.

    Accordingly, the Department of the Interior proposes to amend the 
``Federal Financial System,'' OS-90, system notice in its entirety to 
read as follows:
INTERIOR/DOI-90

SYSTEM NAME:
    Federal Financial System, Interior, DOI-90.

SYSTEM LOCATION:
    (1) Office of Federal Systems and Services, National Business 
Center, U.S. Department of the Interior, 12201 Sunrise Valley Drive, 
Room 6A231, MS-206, Reston, VA 20192.
    (2) Financial Systems Division, Products and Services, National 
Business Center, MS D-2700, 7301 West Mansfield Avenue, Denver, CO 
80235-2230.
    (3) Departmental offices which prepare, maintain, and provide input 
documents and information for data processing and administrative 
actions for financial functions implemented on the system.
    (4) Other Federal agencies, councils and commissions using the 
system under a cross-servicing arrangement (an arrangement for the 
provision of computer and technical service support), with either of 
the National Business Center locations listed above.
    (5) Commercial credit card contractor(s) maintaining information on 
employee usage of travel, purchasing and fleet management program 
credit cards.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    (1) Employees and former employees of the Department of the 
Interior.
    (2) Employees of other Federal agencies, councils and commissions 
using the system under a cross-servicing arrangement.
    (3) Persons serving without compensation to the extent authorized 
under 5 U.S.C. 5703, consultants, foreign participants, volunteers, 
contractors, and private citizen debtors and creditors who are serviced 
by either of the National Business Center locations listed above.

    Note: This system also contains records relating to corporations 
and other business entities. These records are not subject to the 
Privacy Act. Only records relating to individuals containing 
personal information are subject to the Privacy Act.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Names of individuals; Social Security numbers and tax 
identification numbers; addresses and organizational codes; amounts 
owed and reasons for debts and payments; expenses, vouchers and routine 
travel information and travel, purchasing, and fleet management credit 
card program usage information; and routine billing, payment, and 
property accountability information used in accounting and financial 
processing.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    (1) 31 U.S.C. 3512. (2) 31 U.S.C. 3711. (3) 5 U.S.C. 5701 et seq. 
(4) 5 U.S.C. 4111(b). (5) 41 CFR parts 301-304. (6) Treasury Financial 
Manual. (7) Pub. L. 97-365. (8) 26 U.S.C. 6103(m)(2). (9) 5 U.S.C. 
5514. (10) 31 U.S.C. 3716.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    The primary use of the records is to maintain accounting and 
financial information associated with the normal operations of 
government organizations. Specifically, records are used:
    (1) For billing and follow-up.
    (2) For paying creditors.
    (3) For accounting for goods and services provided and received.
    (4) For accounting for funds paid and received.
    (5) For processing travel authorizations and claims.
    Records in this system are subject to use in approved computer 
matching programs authorized under the Privacy Act of 1974, as amended, 
for debt collection purposes.
    Disclosures of data provided by other Federal agencies, councils 
and commissions using the system under a cross-servicing arrangement 
may be made by these same organizations to individuals within these 
same organizations who maintain accounting and financial information 
associated with the normal operations of government organizations.
    Other disclosures outside the Department of the Interior be made:
    (1) 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 or any 
Federal agency, council or commission using the system under a cross-
servicing arrangement;
    (2) Any Departmental employee or employee of any Federal agency,

[[Page 46931]]

council or commission using the system under a cross-servicing 
arrangement acting in his or her official capacity;
    (3) Any Departmental employee or employee of any Federal agency, 
council or commission using the system under a cross-servicing 
arrangement acting in his or her individual capacity where the 
Department or the Federal agency, council or commission using the 
system under a cross-servicing arrangement or the Department of Justice 
has agreed to represent the employee; or
    (4) The United States, when the Department or the Federal agency, 
council or commission using the system under a cross-servicing 
arrangement determines that the Department or the Federal agency, 
council or commission using the system under a cross-servicing 
arrangement is likely to be affected by the proceeding; and
    (b) We deem the disclosure to be:
    (1) Relevant and necessary to the proceeding; and
    (2) Compatible with the purpose for which we compiled the 
information.
    (2) 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 we become aware of an indication of a violation or potential 
violation of the statute, rule, regulation, order or license.
    (3) A congressional office in response to an inquiry to that office 
by the individual to whom the record pertains.
    (4) To consumer reporting agencies to facilitate collection of 
debts owed the Government.
    (5) To disclose debtor information to the Internal Revenue Service, 
or to another Federal agency or its contractor solely to aggregate 
information for the Internal Revenue Service to collect debts owed to 
the Federal government through the offset of tax refunds.
    (6) To other Federal agencies for the purpose of collecting debts 
owed to the Federal government by administrative or salary offset.
    (7) To any other Federal, state or local agency for the purpose of 
conducting an authorized computer matching program to identify and 
locate delinquent debtors for the recoupment of debts owed to the 
Department of the Interior.
    (8) To the State Department in connection with the application for 
official government employee passports.
    (9) To a Federal agency which has requested information relevant or 
necessary to the hiring or retention of an employee, or the issuance of 
a security clearance, license, contract, grant or other benefit.
    (10) To a Federal, State, tribal, territorial, or government agency 
where necessary for the Department 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.
    (11) To a commercial credit card contractor(s) for the accounting 
and payment of employee obligation for travel, purchasing and fleet 
management credit card usage.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:
    Disclosure pursuant to 5 U.S.C. 552a(b)(12). Disclosures may be 
made from this system to consumer reporting agencies as defined in the 
Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims 
Collection Act of 1966 (31 U.S.C. 3701(a)(3)).

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are maintained in manual, microfilm, microfiche, 
electronic, imaged and computer printout form. Electronic records are 
stored on magnetic media at the central computer processing centers. 
Original input documents are stored in standard office filing equipment 
and/or as imaged documents on magnetic media at all locations which 
prepare and provide input documents and information for data 
processing.

RETRIEVABILITY:
    Records are retrieved by name, Social Security number, 
organizational code, vendor code or number, and appropriation or fund 
to be credited.

SAFEGUARDS:
    Access to all records in the system is limited to authorized 
personnel whose official duties require such access. Agency officials 
generally have access only to records pertaining to employees of their 
agencies. Paper or micro format records are maintained in locked metal 
file cabinets in secured rooms. Electronic records are maintained with 
safeguards meeting the security requirements of 43 CFR 2.51.

RETENTION AND DISPOSAL:
    Records are retained and disposed of in accordance with the 
Treasury Financial Manual, the National Archives and Records 
Administration General Records Schedules, and the National Archives and 
Records Administration-approved Agency Records Schedules.

SYSTEM MANAGER(S) AND ADDRESS:
    (1) The following system manager has overall responsibility for the 
Federal Financial System: Director, Office of Financial Management, 
U.S. Department of the Interior, 1849 C Street NW, MS-5412 MIB, 
Washington, DC 20240.
    (2) The following system managers have responsibility for the 
management and operation of the computing centers on which the Federal 
Financial System has been implemented:
    (a) Director, Office of Federal Systems and Services, National 
Business Center, U.S. Department of the Interior, 12201 Sunrise Valley 
Drive, Room 6A231, MS-206, Reston, VA 20192.
    (b) Chief, Financial Systems Division, Products and Services, 
National Business Center, MS D-2700, 7301 West Mansfield Avenue, 
Denver, CO 80235-2230.
    (3) The following Department of the Interior bureau/office system 
managers have responsibility for the data input into and maintained on 
the Federal Financial System by or for their respective bureaus/
offices:
    (a) Chief, Division of Accounting Management, Bureau of Indian 
Affairs, PO Box 127, Albuquerque, NM 87112.
    (b) Director, Office of Trust Responsibilities, Bureau of Indian 
Affairs, Office of Trust Responsibilities, 1849 C Street NW, MS-4513 
MIB, Washington, DC 20240.
    (c) Chief, Division of Finance, Bureau of Land Management, Building 
50, Denver Federal Center, PO Box 25047, Denver, CO 80225.
    (d) Chief, Financial Branch, Bureau of Reclamation, PO Box 25007, 
DFC Attn: D-360, Denver, CO 80225.
    (e) Finance Officer, Division of Fiscal Services, National Business 
Center, Office of the Secretary, 1849 C Street NW, MS-1313 MIB, 
Washington, DC 20240.
    (f) Director, Finance Center, U.S. Fish and Wildlife Service, PO 
Box 272060, Denver, CO 80227.
    (g) Chief, Financial Branch, Royalty Management Program, Minerals 
Management Service, PO Box 25162, MS 3131, Denver, CO 80225.
    (h) Chief, Accounting Operations Division, National Park Service, 
PO Box 4800, Reston, VA 22090.
    (i) Chief, Division of Financial Management, Office of Surface 
Mining Reclamation and Enforcement, PO Box 25065 DFC, Denver, CO 80225.
    (j) U.S. Geological Survey, Office of Financial Management, 12201 
Sunrise Valley Drive, Reston, VA 20192.
    (4) The following system managers have responsibility for the data 
input into and maintained on the Federal

[[Page 46932]]

Financial System by or for their respective organizations:
    The Financial Officers of all Federal agencies, councils and 
commissions using the system under a cross-servicing arrangement. (To 
obtain a current list of these organizations and the addresses of their 
respective Financial Officers, contact the system managers responsible 
for the management and operation of the computing centers, as listed in 
(2), above.)

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

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

CONTESTING RECORDS PROCEDURES:
    A petition for amendment should be addressed to the appropriate 
System Manager.
    The request must be in writing, signed by the requester, and meet 
the content requirements of 43 CFR 2.71.

RECORD SOURCE CATEGORIES:
    Individuals on whom the records are maintained; supervisors of such 
individuals; contracting officers; employing offices; and standard 
travel, finance and accounting documents.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.

[FR Doc. 99-22286 Filed 8-26-99; 8:45 am]
BILLING CODE 4310-94-P