[Federal Register Volume 64, Number 241 (Thursday, December 16, 1999)]
[Notices]
[Pages 70288-70292]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-32616]


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DEPARTMENT OF JUSTICE

[AAG/A Order No. 184-99]


Privacy Act of 1974; System of Records

    Pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C. 
552a), the Immigration and Naturalization Service (INS), Department of 
Justice, proposes to establish and publish three new systems of records 
for which no public notice consistent with the provisions of 5 U.S.C. 
552a(e)(4) have been published. These systems of records are:

    The Immigration and Naturalization Service, Attorney/
Representative Complaint/Petition Files, JUSTICE/INS-022
    Worksite Enforcement Activity Record and Index (LYNX), JUSTICE/
INS-025 and
    Hiring Tracking Systems (HITS), JUSTICE/INS-026

    In accordance with 5 U.S.C. 552a(e) (4) and (11), the public is 
given a 30-day

[[Page 70289]]

period in which to comment on the new routine uses; the Office of 
Management and Budget (OMB), which has oversight responsibility under 
the Act, requires a 40-day period in which to conclude its review of 
the system. Therefore, please submit any comments by January 18, 2000. 
The public, OMB and the Congress are invited to submit any comments to 
Mary Cahill, Management Analyst, Management and Planning Staff, Justice 
Management Division, Department of Justice, Washington, DC 20530 (Room 
1400, National Place Building).
    In accordance with 5 U.S.C. 552a(r), the Department has provided a 
report to OMB and the Congress.

    Dated: December 6, 1999.
Stephen R. Colgate,
Assistant Attorney General for Administration.
JUSTICE/INS-022

SYSTEM NAME:
    Attorney/Representatives Complaint/Petition Files.

SYSTEM LOCATION:
    Offices of Regional Counsels of the Immigration and Naturalization 
Service (INS) in the United States as detailed in JUSTICE/INS-999.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Attorneys and authorized representatives for whom the INS has 
received complaints regarding their practice before INS and/or the 
Executive Office for Immigration Review (EOIR).

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains records of investigations; State Bar grievance/
discipline proceedings records; criminal conviction records; copies of 
petitions (and related attachments) filed with INS and/or EOIR; 
communications with the individuals and/or outside agencies; 
communications within the agency, court transcripts, complaints filed 
by any person or organization and EOIR pleadings.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Section 292 of the Immigration and Nationality Act, as amended by 8 
U.S.C. 1362 and 8 CFR part 292.

PURPOSE(S):
    The records are used by the Office of Appellate Counsel and 
Regional and District Counsel offices of INS when appropriate 
disciplinary action is necessary against non-agency attorneys and/or 
representatives who engage in unethical activities or exhibit 
unprofessional behavior. The records document the processing of these 
disciplinary actions and are used in their prosecution.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    A. To State Bar Grievance Committees and local Attorney General 
offices for disbarment or disciplinary proceedings.
    B. To the news media and the public pursuant to 28 CFR 50.2 unless 
it is determined that release of the scientific information in the 
context of a particular case would constitute an unwarranted invasion 
of a personal privacy.
    C. To a Member of Congress or staff acting on the Member's behalf 
when the Member or staff requests the information on behalf of and at 
the request of the individual who is the subject of the record.
    D. To the General Services Administration and the National Archives 
and Records Administration (NARA) in records management inspections 
conducted under the authority of 44 U.S.C. 2904 and 2906.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
    Paper files are stored in filing cabinets. Computer files are 
stored in a data base on magnetic disks.

RETRIEVABILITY:
    These records are retrieved by the name of the individual who is 
the subject of the disciplinary proceeding.

SAFEGUARDS:
    Most INS offices are located in buildings under security guard, and 
access to premises is by official identification. All records are 
stored in spaces which are locked during non-duty office hours. Many 
records are stored in cabinets or machines which are also locked during 
non-duty office hours. Access to automated records is controlled by 
passwords and name identification.

RETENTION AND DISPOSAL:
    The following INS proposal for retention and disposal is pending 
approval by the NARA. Cases that result in a conviction are maintained 
at the Regional Counsel's office having jurisdiction. These records are 
destroyed when 25 years old. Cases that result in acquittal are 
maintained at the Regional Office for three years and then destroyed. 
Relevant records produced via electronic mail and word processing 
systems will be generated and placed in the file folder. Once the copy 
is made, the system copy can be deleted within 180 days.

SYSTEM MANAGER(S) AND ADDRESS:
    The system manager is the Regional Counsel at the regional office 
having jurisdiction over the litigation. (See the caption ``System 
Locations.'')

notification procedures:
    Address inquiries to the Freedom of Information Act/Privacy Act 
Officer (FOIA/PA) at the INS office where the record is maintained or 
(if unknown) to the FOIA/PA Officer, INS, 425 I Street, NW, Washington, 
DC 20536.

RECORD ACCESS PROCEDURES:
    In all cases, requests for access to a record shall be in writing. 
Written requests may be submitted by mail or in person at any INS 
system location (See ``System Location''). If a request for access is 
made by mail, the envelope and letter should be clearly marked 
``Privacy Access Request.'' To enable INS to identify an individual's 
record, he or she must provide his or her full name and a return 
address for transmitting the information.

CONTESTING RECORDS PROCEDURES:
    Any individual desiring to contest or amend information must direct 
his or her request to the system manager noted above. State clearly 
what information is being contested; the reason for contesting it; and 
the proposed amendment to the information.

RECORDS SOURCE CATEGORIES:
    Law enforcement agencies, Federal and State courts, State bar 
licensing agencies; State bar grievance agencies, inquiries and/or 
complaints from witnesses or members of the general public.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    The Attorney General has exempted this system from subsections (c) 
(3) and (4); (d); (e) (1), (2), (3), (5), and (8); and (g) of the 
Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, the Attorney 
General has exempted this system from subsections (c)(3), (d), and 
(e)(1) of the Privacy Act pursuant to 5 U.S.C. 552a(k)(2). These 
exemptions apply only to the extent that information in the system is 
subject to exemption pursuant to 5 U.S.C. 552(j)(2) and (k)(2). Rules 
have been promulgated in accordance with requirements of 5 U.S.C. 553 
(b), (c), and (e) and have been published in the Federal Register as of 
this date and proposed as additions to Title 28, Code of Federal 
Regulations (28 CFR 16.99).

[[Page 70290]]

JUSTICE/INS-025

SYSTEM NAME:
    Worksite Enforcement Activity Record and Index (LYNX)

SYSTEM LOCATION:
    Immigration and Naturalization Service (INS) Headquarters, 
regional, district and sub-offices as detained in Justice/INS-999. 
Currently, only the district and sub-offices maintain the hard copy 
case files for this system. The automated index is maintained at 
Headquarters and at regional offices. The following field offices have 
access to the automated index: New York City, New York; San Diego, 
California; and Kansas City, Missouri.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    This system maintains records on the following:
    (a) Individuals that are, or have been, the subject of inquiries or 
investigations conducted by the INS related to the enforcement of the 
employment control provisions of the Immigration and Nationality Act 
and related criminal statutes. (The records primarily involve those 
individuals who are being investigated or have been investigated to 
determine whether their employment-related activity (e.g., hiring, 
recruiting and/or referring for a fee) are in violation of the 
employment control provisions of the INS and/or related criminal 
statutes.) These records also include individuals who employ others in 
their individual capacity whether related to a business activity or 
not; and
    (b) Individuals who are witnesses, complainants and parties who 
have been identified by the INS or by other government agencies or 
parties to an investigation related to worksite enforcement activities.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Information relating to investigative actions including: letters; 
memoranda; reports of investigations with related exhibits; statements, 
affidavits or records obtained during investigations; prior criminal or 
non-criminal records of individuals as they relate to the 
investigations; reports to or from other law enforcement bodies; 
information obtained from informants; nature of allegations made 
against suspects and identifying data concerning such subjects; and 
related documents.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Secs. 103, 274, 274a, 287 and 290 of the Immigration and 
Nationality Act (INA), as amended (8 U.S.C. 1103, 1324, 1324a, 1357 and 
1360), and regulations pursuant thereto.

PURPOSES:
    The purpose of this system is to enable the INS to meet its 
obligations and responsibilities in administering and enforcing the 
employment control provisions of the INA and related criminal statutes. 
Records in this system are used in the course of INS investigating 
individuals (i.e., employers and/or employees) suspected of having 
committed illegal acts and/or in the course of conducting related civil 
proceedings, criminal prosecutions or administrative actions. Further, 
the system is used to monitor case assignment, disposition, status and 
the final outcome of the investigation.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USE:
    A. To the news media and the public pursuant to 28 CFR 50.2 unless 
it is determined that release of the specific information in the 
context of a particular case would constitute an unwarranted invasion 
of personal privacy.
    B. To a Member of Congress or staff acting upon the Member's behalf 
when the Member or staff requests the information on behalf of and at 
the request of the individual who is the subject of the record.
    C. To the General Services Administration and National Archives and 
Records Administration in record management inspections conducted under 
the authority of 44 U.S.C. 2904 and 2906.
    D. To complainants and/or victims to the extent necessary to 
provide such persons with information and explanations concerning the 
progress and/or results of the investigation or case arising from the 
matters of which they complained and/or of which they were a victim.
    E. In the event that records indicate a violation or potential 
violation of law, whether arising by general statute, or particular 
program statute, or by rule, regulation, or order pursuant thereto, or 
if records indicate a violation or potential violation of the terms of 
a contract or grant, the relevant records may be disclosed to the 
appropriate requesting agency, whether Federal, State, local, foreign, 
international, or tribal charged with the responsibility of 
investigating or prosecuting such contract or grant.
    F. To either a Federal, State, local, foreign, international, or 
tribal agency, and individual, or an organization, when necessary to 
elicit information which may assist an INS investigation, inspection or 
audit.
    G. To an administrative forum or other adjudicatory or regulatory 
requesting agencies, when necessary for such a body to adjudicate 
decisions affecting individuals that are subject to investigations 
covered by this system.
    H. In a proceeding before a court or adjudicative body before which 
INS or the Department of Justice (DOJ) is authorized to appear when any 
of the following is a party to the litigation or has an interest in the 
litigation and such records are determined by INS or DOJ to be relevant 
to the litigation: (1) The DOJ, or any DOJ component, or any 
subdivision thereof; (2) and DOJ employee in his or her official 
capacity; (3) any DOJ employee in his or her individual capacity where 
the DOJ has agreed to represent the employee; (4) the United States, 
where INS or the DOJ determines that the litigation is likely to affect 
it or any of its subdivisions.
    I. To an attorney or representative (as defined in CFR 1.1(j)) who 
is acting on behalf of an individual covered by this system of records 
in connection with any proceeding before the INS or the Executive 
Office for Immigration Review.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETRAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Paper records are stored in lockable file cabinets. Those records 
which can be accessed electronically are stored on magnetic disk and 
tape.

RETRIEVABILITY:
    Records may be retrieved by name and/or case number.

SAFEGUARDS:
    INS offices are located in buildings under security guard, and 
access to premises is by official identification. All records are 
stored in spaces which are looked outside of normal office hours. Many 
records are stored in cabinets which are locked outside of normal 
office hours. Access to the automated system is controlled by 
restricted password for use of remote terminals in secured areas.

RETENTION AND DISPOSAL:
    Records concerning fines and/or prosecutions are retained for up to 
25 years after the case is closed and then destroyed. Administrative 
cases involving compliance and warning notices are retained for up to 
seven years and then destroyed.

SYSTEM MANAGER(S) AND ADDRESS:
    The system manager is the Executive Associate Commissioner for 
Policy and

[[Page 70291]]

Planning, Immigration and Naturalization Service, 425 I Street NW, 
Washington, DC 20536.

NOTIFICATION PROCEDURES:
    Portions of this system are exempted from this requirement under 5 
U.S.C. 552a(k)(2). Inquires should be addressed to the system manager 
listed above or to the FOIA/PA Officer at the INS office where the 
record is located.

RECORD ACCESS PROCEDURES:
    Requests for access to a record from this system shall be in 
writing. If a request for access is made by mail the envelope and 
letter shall be clearly marked ``Privacy Access Request.'' The 
requester shall include a description of the general subject matter and 
if known, the related file number. To identify a record relating to an 
individual, the requester should provide his or her full name, date and 
place of birth, verification of identity (in accordance with 8 CFR 
103.2(b)), and any other identifying information that may be of 
assistance in locating the record. The requester shall also provide a 
return address for transmitting the records to be released.

CONTESTING RECORD PROCEDURES:
    Any individual desiring to contest or amend information maintained 
in this record should direct his or her request to the INS office where 
the record is maintained or if unknown to the INS FOIA/PA Officer at 
425 I Street NW, Washington, DC 20536. The request should clearly and 
concisely state the information being contested, the reason(s) for 
contesting it, and the proposed amendment thereof. Clearly, mark the 
envelope ``Privacy Act Amendment Request.''

RECORD SOURCE CATEGORIES:
    Official reports of investigations; subjects of the investigations; 
individuals with whom the subject are associated; witnesses; officials 
of Federal, State, local and foreign law enforcement agencies; private 
citizens; and informants.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    The Attorney General has exempted portions of this system from 
subsections (c)(3) and (4); (d); (e)(1), (2), (3), (5), and (8); and 
(g) of the Privacy Act pursuant to 5 U.S.C. 552a(j)(2). In addition, 
the Attorney General has exempted portions of this system from 
subsections (c)(3), (d), and (e)(1) of the Privacy Act pursuant to 5 
U.S.C. 552a(k)(2). These exemptions apply only to the extent that 
information in the system is subject to exemption pursuant to 5 U.S.C. 
552a(j)(2) and (k)(2). Rules have been promulgated in accordance with 
the requirements of 5 U.S.C. 553 (b), (c), and (e) and have been 
published as of this date in the Federal Register and proposed as 
additions to Title 28, Code of Federal Regulations (28 CFR 16.99).
JUSTICE/INS-026

SYSTEM NAME:
    Hiring Tracking System (HITS).

SYSTEM LOCATION:
    Headquarters, Regional and field offices, and other INS offices of 
the Immigration and Naturalization Service (INS) in the United States 
as detailed in JUSTICE/INS-999.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals seeking employment and/or movement to a different, 
vacant position within the INS.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains vacant and filled position data from the 
Position Tracking System (POSTS) such as the position number, 
Administrative Center location, budget location, region, program code, 
project code, position category code, position title, occupational 
series, officer/support indicator, target grade, and pay plan. It also 
contains selectee specific data such as the selectee's name, social 
security number, and dates for the achievement of pre-employment 
processing milestones (e.g. date request to recruit received in Human 
Resources Office, dates announcement opens and closes, date of 
selection, and date scheduled for entrance on duty, etc.).

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Authority for maintenance of the system includes the following with 
any revisions or amendments: 5 U.S.C. 1302, 3301, 3302, 3304, 3305, 
3306, 3307, 3309, 3313, 3317, 3318, 3319, 3326, 4103, 4723, 5532, 5533, 
and Executive Order 9397.

PURPOSE(S):
    The purpose of the system is to provide a tool for monitoring INS' 
efforts to fill vacant positions.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    A. To the news media and the public pursuant to 28 CFR 50.2 unless 
it is determined that release of the specific information in the 
context of a particular case would constitute an unwarranted invasion 
of personal privacy.
    B. To a Member of Congress or staff acting upon the Member's behalf 
when the Member or staff request the information on behalf of and at 
the request of the individual who is the subject of the record.
    C. To General Services Administration and National Archives and 
Records Administration in records management inspections conducted 
under the authority of 44 U.S.C. 2904 and 2906.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Those records, which can be accessed electronically, are stored in 
a database on magnetic disk and tape. Paper records are stored in file 
folders and safes.

RETRIEVABILITY:
    Records are indexed and retrievable by name, social security 
number, position number, and SF-52 number. (Data is also retrieved by 
employee, position, and recruitment specific information.)

SAFEGUARDS:
    INS offices are located in buildings under security guard, and 
access to premises is by official identification. All records are 
stored in spaces which are located outside of normal office hours. 
Access to the automated system is controlled by restricted password for 
use of remote terminals in secured areas.

RETENTION AND DISPOSAL:
    Records are maintained in accordance with the General Records 
Schedule (GRS) 1: 1/a, 4/a, 16, 36/b/e, and 43.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Automation and Progress Evaluation, Human Resources 
Development, Immigration and Naturalization Service, 800 K Street NW, 
Suite 5000, Washington, DC 20536.

NOTIFICATION PROCEDURE:
    Inquires should be addressed to the system manager.

RECORD ACCESS PROCEDURES:
    Requests by the public for access to a record from this system 
shall be in writing. If a request for access is made by mail the 
envelope and letter shall be clearly marked ``Privacy Act Request.'' 
The requester shall include a description of the general subject matter 
and, if known, the related file number. To identify a record relating 
to an individual, the requester should provide his or her full name, 
date, and place of birth, verification of identity (in accordance with 
8 CFR 103.2(b)), and

[[Page 70292]]

any other identifying information which may be of assistance in 
locating the record. The requester shall also provide a return address 
for transmitting the records to be released.

CONTESTING RECORD PROCEDURES:
    Any individual desiring to contest or amend information maintained 
in this record should direct his or her request to the INS Personnel 
office where the record is maintained or, if unknown, to the INS FOIA/
PA Office at 425 I Street NW, Washington DC 20536. The request should 
state clearly what information is being contested, the reasons for 
contesting it, and the proposed amendment to the information.

RECORD SOURCE CATEGORIES:
    Basic information contained in this system is supplied from the 
POSTS and basic recruitment information from Form SF-52. Other 
information comes from sworn statements, and official reports.

RECORDS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.
[FR Doc. 99-32616 Filed 12-15-99; 8:45 am]
BILLING CODE 4410-CJ-M