[Federal Register Volume 64, Number 241 (Thursday, December 16, 1999)]
[Notices]
[Pages 70286-70287]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-32617]


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DEPARTMENT OF JUSTICE

[AAG/A Order No. 187-99]


Privacy Act of 1974; New System of Records

    Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), notice is 
given that the Federal Bureau of Prisons (Bureau) proposed to establish 
a new system of records entitled, ``National Institute of Corrections 
Academy Record System, (JUSTICE/BOP-103).''
    The National Institute of Corrections Academy Record System, which 
will become effective February 14, 2000, is an automated database 
containing details on training seminars conducted by the National 
Institute of Corrections (NIC) Academy Division. This database has been 
developed to better maintain and retrieve current information 
concerning applicants, and instructors at the seminars, as well as to 
track all expenditures related to each seminar.
    Title 5 U.S.C. 552a(e)(4) and (11) provide that the public be 
provided a 30-day period in which to comment on the routine uses of a 
new system. The Office of Management and Budget (OMB), which has 
oversight responsibilities under the Privacy Act, requires that it be 
given a 40-day period in which to review the system.
    Therefore, please submit any comments by January 18, 2000. The 
public, OMB, and the Congress are invited to send written comments to 
Mary Cahill, Management and Planning Staff, Justice management 
Division, Department of Justice, Washington, D.C. 20530 (1400 National 
Place Building).
    A description of the system of records is provided below. In 
addition, the Department of Justice has provided a report to OMB and 
the Congress in accordance with 5 U.S.C. 552a(r).

    Dated: December 6, 1999.
Stephen R. Colgate,
Assistant Attorney General for Administration.
JUSTICE/BOP-103

SYSTEM NAME:
    National Institute of Corrections Academy Record System.

SYSTEM LOCATION:
    Records may be retained at the national headquarters of the 
National Institute of Corrections (NIC) and/or at the NIC Academy 
campus currently located in Longmont, Colorado.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    NIC staff; training instructors also known as Technical Research 
Providers (TRP) contracted by the NIC Academy; corrections staff 
student applicants from federal, state, local, tribal, foreign and 
international government agencies, including corrections and other law 
enforcement agencies; employees from private corrections companies who 
have contracted to provide corrections services to government agencies.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records in this system include: (1) Identification and logistical 
information for applicants, students, and TRPs at NIC Academy seminars, 
including name, gender, race, address, telephone number, Social 
Security number, position title, training history, professional 
history; (2) seminar applications; (3) seminar information including 
dates and location of each seminar and name of seminar coordinator; (4) 
financial/procurement data for each seminar, including budget 
information, printing orders and travel costs for TRPs and 
participants.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    This system is established and maintained under the authority of 18 
U.S.C. 4352.

PURPOSE(S):
    The purpose of this system is to maintain a current database of 
student applicants, participants and instructors, or Technical Research 
Providers (TRPs) at NIC Academy training seminars; to track all 
expenditures related to each training seminar; and to maintain current 
biographical data on NIC staff and TRPs.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    Relevant data from this system will be disclosed as follows:
    (a) To contractors or employees of the Department of Justice and/or 
other

[[Page 70287]]

federal agencies and/or state, local, tribal, foreign and international 
government agencies or professional organizations who have a need for 
the information in the performance of their official duties, e.g., when 
the employees are participating in NIC seminars or when the agencies 
seek information for their own purposes, such as training, budgeting, 
staffing, etc.;
    (b) To federal, state, local, tribal, foreign and international law 
enforcement agencies and officials for law enforcement purposes such as 
investigations, possible criminal prosecutions, civil court actions, 
and/or regulatory proceedings;
    (c) To a court or adjudicative body before which the Department of 
Justice or the Bureau is authorized to appear when any of the following 
is a party to litigation or has an interest in litigation and such 
records are determined by NIC to be arguably relevant to the 
litigation: (1) NIC, the Bureau, or any subdivision thereof, or (2) any 
NIC, Bureau, or Department of Justice employee in his or her official 
capacity, or (3) any NIC, Bureau, or Department of Justice employee in 
his or her individual capacity where the Department of Justice has 
agreed to provide representation for the employee, or (4) the United 
States, where NIC or the Bureau determines that the litigation is 
likely to affect it or any of its subdivisions;
    (d) 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;
    (e) To the National Archives and Records Administration and General 
Services 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:
    Information maintained in the system is stored in electronic media 
in NIC Academy and/or headquarters offices via a configuration of 
personal computer, client/server, and mainframe systems architecture. 
Computerized records are maintained on hard disk, floppy diskettes, 
magnetic tapes and/or optical disks. Documentary records are maintained 
in manual file folders and/or index cards.

RETRIEVABILITY:
    Records are retrievable by identification information, e.g., names, 
locations of TRP staff and/or student applicants; seminar information, 
e.g., subject, date and place of the seminar.

SAFEGUARDS:
    Information is safeguarded in accordance with Bureau of Prisons 
rules and policy governing automated information systems security and 
access. These safeguards include the maintenance of records and 
technical equipment in restricted areas, and the required use of proper 
passwords and user identification codes to access the system. Only 
those NIC personnel who require access to perform their official duties 
may access the system equipment and the information in the system.

RETENTION AND DISPOSAL:
    Biographical information about NIC staff and Technical Resource 
Providers (TRPs) is maintained for three (3) years and then either 
updated or destroyed by shredding and/or degaussing. Information about 
student applicants is maintained until such time as the records no 
longer serve the purpose described by this system. At such time, these 
records may be incorporated into an appropriate, published system of 
records with an approved retention schedule, or otherwise destroyed by 
shredding and/or degaussing.

SYSTEM MANAGER(S) AND ADDRESS:
    Director, National Institute of Corrections, Room 5007, 320 First 
Street NW, Washington, DC. 20534.

NOTIFICATION PROCEDURE:
    Inquiries concerning this system should be directed to the System 
Manager listed above.

RECORD ACCESS PROCEDURES:
    All requests for records may be made in writing to the Director, 
National Institute of Corrections, Room 5007, 320 First Street NW, 
Washington, DC 20534, and should be clearly marked ``Privacy Act 
Request.''

CONTESTING RECORD PROCEDURES:
    Same as above.

RECORD SOURCE CATEGORIES:
    Records are generated by NIC staff and by individuals desiring to 
attend NIC seminars.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 99-32617 Filed 12-15-99; 8:45 am]
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