[Federal Register Volume 64, Number 195 (Friday, October 8, 1999)]
[Notices]
[Pages 54934-54937]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-26232]


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OFFICE OF PERSONNEL MANAGEMENT


Privacy Act of 1974: Amendment to a System of Records

AGENCY: Office of Personnel Management (OPM).

ACTION: Notice to amend two existing systems of records.

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SUMMARY: OPM proposes to amend two existing systems of records subject 
to the Privacy Act of 1974 (5 U.S.C. 552a). This action is necessary to 
meet the requirements of the Privacy Act to publish in the Federal 
Register notice of the existence and character of systems of records 
maintained by the agency (5 U.S.C. 552a(e)(4)).

DATES: The changes will become effective without further notice 
November 17, 1999, unless comments are received that would result in a 
contrary determination.

ADDRESSES: Written comments must be sent to the U.S. Office of 
Personnel Management, ATTN: Mary Beth Smith-Toomey, Office of the Chief 
Information Officer, 1900 E Street NW., Room 5415, Washington, DC 
20415-7900.

FOR FURTHER INFORMATION CONTACT: Mary Beth Smith-Toomey, (202) 606-
8358.

SUPPLEMENTARY INFORMATION: This notice serves to update the System 
Location and System Manager for OPM/Internal-12 (Telephone Call Detail 
Records) and to amend the data

[[Page 54935]]

collection, analysis and maintenance of OPM/Central-11 (Presidential 
Management Intern Program) as a result of an increased use of automated 
information technology.

U.S. Office of Personnel Management.
Janice R. Lachance,
Director.
OPM/INTERNAL-12

SYSTEM NAME:
    Telephone Call Detail Records.

SYSTEM LOCATION:
    Employment Service, Office of Personnel Management, 1900 E Street 
NW., Washington, DC 20415-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons who are assigned OPM telephone numbers or are authorized to 
use OPM telephone services, and persons who make or receive telephone 
calls billed to OPM.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Call detail records of long-distance telephone calls placed from 
OPM telephones or otherwise billed to OPM (including originating and 
destination telephone numbers, cities, and states; date; time; cost; 
and duration of each call); records indicating the assignment of 
telephone numbers to organizations and individuals; and the 
organizational location of telephones.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Authority for maintenance of the system includes the following with 
any revisions or amendments:
    31 U.S.C. 1348 and 44 U.S.C. 3101.

PURPOSE(s):
    OPM uses call detail records to verify telephone usage and to 
resolve billing discrepancies so that telephone bills can be paid. OPM 
may also use these records to allocate the costs of telephone services 
to OPM organizational units; to identify unofficial telephone calls; to 
seek reimbursement for unofficial calls; and as a basis for taking 
action when Agency employees or other persons misuse or abuse OPM 
telephone services.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS, AND THE PURPOSES OF SUCH USES:
    Routine uses 1 through 7, and 11, of the Prefatory Statement at the 
beginning of OPM's system notices (60 FR 63075, effective January 17, 
1996) apply to the records maintained within this system. The routine 
uses listed below are specific to this system of records only:
    a. By OPM employees or other persons to determine their individual 
responsibility for telephone calls;
    b. By another Federal agency or a telecommunications company 
providing telephone services to permit servicing the account;
    c. By appropriate OPM employees to assist in the planning and 
effective management of OPM telephone services, and to determine that 
OPM telephone services are being used in an efficient and economical 
manner;
    d. By auditors, investigators, and other employees authorized by 
the Inspector General, pursuant to sections 4 and 6 of the Inspector 
General Act of 1978.

DISCLOSURES TO CONSUMER REPORTING AGENCIES:1
    Pursuant to 5 U.S.C. 552a(b)(12), OPM may disclose records 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, SAFEGUARDING, AND 
RETAINING AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    OPM stores records on magnetic media, on optical media, and on 
paper.

RETRIEVABILITY:
    Records are retrieved by employee name; by OPM organization; or by 
originating telephone number, destination telephone number, date, time, 
cost, or duration of call.

SAFEGUARDS:
    Records are stored in secure areas and are available only to those 
persons whose official duties require access.

RETENTION AND DISPOSAL:
    These records are maintained for varying periods of time, from 6 
months to 3 years, in accordance with NARA General Records Schedule 12, 
items 2 and 3. Records are destroyed after the appropriate retention 
period.

SYSTEM MANAGER(s) AND ADDRESS:
    Network Communications Services, Employment Service, Office of 
Personnel Management, 1900 E Street NW., Washington, DC 20415-0001.

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire whether this system of records 
contains information about them should send written requests to the 
system manager. Individuals must furnish the following information for 
their records to be located and identified:
    a. Full name;
    b. OPM-assigned telephone number or telephone service authorization 
number; and
    c. Description of information being sought, including the time 
frame of information being sought.

RECORD ACCESS PROCEDURE:
    Individuals wishing to request access to records about them should 
contact the system manager. Individuals must furnish the following 
information for their records to be located and identified:
    a. Full name;
    b. OPM-assigned telephone number or telephone service authorization 
number; and
    c. Description of information being sought, including the time 
frame of information being sought.
    Individuals requesting access must also follow the Agency's Privacy 
Act regulations regarding verification of identity and access to 
records (5 CFR part 297).

CONTESTING RECORD PROCEDURE:
    Individuals wishing to request amendment of records about them 
should contact the system manager. Individuals must furnish the 
following information for their records to be located and identified:
    a. Full name;
    b. OPM-assigned telephone number or telephone service authorization 
number; and
    c. Description of information being sought, including the time 
frame of information being sought.
    Individuals requesting amendment must also follow the Agency's 
Privacy Act regulations regarding verification of identity and 
amendment of records (5 CFR part 297).

RECORD SOURCE CATEGORIES:
    The information in this system of records is obtained from:
    a. Local OPM telephone directories and other telephone assignment 
records;
    b. Call detail reports provided by suppliers of telephone services; 
and
    c. The individual on whom the record is maintained.
OPM/CENTRAL-11

SYSTEM NAME:
    Presidential Management Intern (PMI) Program Records.

SYSTEM LOCATION:
    Presidential Management Intern Program Office, Philadelphia Service 
Center, U.S. Office of Personnel Management, William J. Green, Jr., 
Federal Building, Room 3400, 600 Arch Street, Philadelphia, PA 19106.

[[Page 54936]]

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current and former PMIs and students pursuing graduate degrees who 
have been nominated by their universities for consideration for the PMI 
Program.

CATEGORIES OF RECORDS IN THE SYSTEM:
    These records contain information about the covered individuals 
relating to name, Social Security Number, date of birth, race/national 
origin, academic background, home address and telephone number, 
employment history, veterans' preference, and other personal history 
information needed during the evaluation and selection process.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Includes the following with any revisions and amendments:
    Executive Order 12364.

PURPOSE(S):
    These records are used by program office staff for the following 
reasons:
    a. To determine basic program eligibility and to evaluate the 
candidates in assessment center interviews administered at OPM Service 
Center locations around the country;
    b. To make a final determination as to those candidates who will be 
referred to Federal agencies for employment consideration;
    c. For program evaluation and assessment functions to determine the 
effectiveness of the program and to improve program operations; and
    d. To facilitate interaction and communication between PMI Program 
participants.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM; INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Routine uses 1, 3, 4, and 7 through 10, of the Prefatory Statement 
at the beginning of OPM's system notices (60 FR 63075, effective 
January 17, 1996) apply to the records maintained within this system. 
The routine uses listed below are specific to this system of records 
only:
    a. To refer candidates to Federal agencies for employment 
consideration;
    b. As a data source for management information of summary 
descriptive statistics and analytical studies in support of the 
function for which the records are collected and maintained, or for 
related personnel research functions or manpower studies, or to locate 
individuals for personnel research; and
    c. To provide an educational institution with information on an 
appointment of a recent graduate to a Federal position.
    d. As a data source for management information of summary 
descriptive statistics and analytical studies in support of the 
function for which the records are collected and maintained, or for 
related personnel research functions or manpower studies, or to locate 
individuals for personnel research.
    e. To request information from a Federal, State, or local agency 
maintaining civil, criminal, or other information relevant to an agency 
decision concerning the hiring or retention of a candidate.
    f. To provide an educational institution with information on an 
appointment of a recent graduate to a Federal position at a certain 
grade level.

POLICIES AND PRACTICES OF STORING, RETRIEVING, SAFEGUARDING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    The records are maintained on electronic databases and on a 
website.

    Note: The section on the website containing personal information 
on PMI candidates is accessible only with a user identification code 
and password.

RETRIEVABILITY:
    Records are indexed by name of candidate, educational institution, 
undergraduate and graduate degree awarded, state of legal residence, 
Social Security Number, and any combination of these.

SAFEGUARDS:
    Candidates' records are maintained on electronic databases and on a 
website. Only OPM personnel (PMI Program Office and Macon Technology 
Center staff) have access to PMI databases. Candidates' resumes are 
contained in a restricted section on the PMI website. This section of 
the website is accessible only with a confidential user identification 
code and password. The confidential user identification code and 
password are maintained by PMI Program Office staff and issued only to 
Federal agency hiring officials and not the general public.

RETENTION AND DISPOSAL:
    Automated records are retained for up to 5 years. Manual records 
are retained for up to 3 years. Tapes are erased and manual records are 
burned or shredded.

SYSTEM MANAGER(s) AND ADDRESS:
    Director, Presidential Management Intern Program, Philadelphia 
Service Center, U.S. Office of Personnel Management, William J. Green, 
Jr., Federal Building, Room 3400, 600 Arch Street, Philadelphia, PA 
19106.

NOTIFICATION PROCEDURE:
    Individuals wishing to inquire whether this system contains 
information about them should contact the system manager. Individuals 
must furnish the following information for their records to be located 
and identified:
    a. Full name;
    b. Address; and
    c. Nominating university.

RECORD ACCESS PROCEDURE:
    Specific materials in this system have been exempted from Privacy 
Act provisions at 5 U.S.C. 552a(d), regarding access to and amendment 
of records. The section of the notice titled Systems Exempted from 
Certain Provisions of the Act, indicates the kinds of materials 
exempted and the reasons for exempting them from access.
    Current or former Presidential Management Interns or candidates who 
wish to gain access to their non-exempt records should direct such a 
request in writing to the system manager. Individuals must furnish the 
following information for their records to be located and identified:
    a. Full name;
    b. Address;
    c. Academic year of nomination; and
    d. Nominating university.
    Individuals must also comply with OPM's Privacy Act regulations 
regarding verification of identity and access to records (5 CFR part 
297).

CONTESTING RECORD PROCEDURE:
    Specific material in this system has been exempted from Privacy Act 
provisions at 5 U.S.C. 552a(d), regarding access to and amendment of 
records. The section of the notice titled Systems Exempted from Certain 
Provisions of the Act, indicates the kinds of materials exempted and 
the reasons for exempting them from amendment.
    Current or former Presidential Management Interns or candidates 
wishing to request amendment of their non-exempt records should contact 
the system manager. Individuals must furnish the following information 
for their records to be located and identified:
    a. Full name;
    b. Address;
    c. Academic year of nomination; and
    d. Nominating university.
    Individuals must also comply with OPM's Privacy Act regulations 
regarding verification of identity and amendment of records (5 CFR part 
297).

RECORD SOURCE CATEGORIES:
    Information in this system of records is obtained from:
    a. The individual to whom it applies;
    b. Nominating university deans; and
    c. Employing agencies.

[[Page 54937]]

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    This system contains testing and examination materials that are 
used solely to determine individual qualifications for appointment or 
promotion in the Federal service. The Privacy Act at 5 U.S.C. 
552(k)(6), permits an agency to exempt all such testing or examination 
material and information from certain provisions of the Act when 
disclosure of the material would compromise the objectivity or fairness 
of the testing or examination process. OPM has claimed exemptions from 
the requirements of 5 U.S.C. 552a(d), which relate to access to and 
amendment of records, for any such testing or examination materials in 
the system.

[FR Doc. 99-26232 Filed 10-7-99; 8:45 am]
BILLING CODE 6325-01-P