[Federal Register Volume 64, Number 241 (Thursday, December 16, 1999)]
[Notices]
[Pages 70287-70288]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-32618]


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DEPARTMENT OF JUSTICE

[AAG/A Order No. 188-99]


Privacy Act of 1974; Notice of 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) proposes to establish 
a new system of records entitled, ``National Institute of Corrections 
Mailing List and Information Center Contacts Records System, (JUSTICE/
BOP-104)'', which will become effective February 14, 2000.
    The National Institute of Corrections (NIC) has developed new 
automated databases containing names and addresses of NIC constituents 
and individuals who contact the Information Center requesting 
corrections information. These databases have been developed to more 
efficiently track and respond to persons who contact the Information 
Center and to generate labels for mailings initiated by NIC to groups 
of NIC constituents.
    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 40 days in which to review the system.
    Therefore, please submit any comments by January 13, 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, DC 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-104

SYSTEM NAME:
    National Institute of Corrections Mailing List and Information 
Center Contacts Record System.

SYSTEM LOCATION:
    Records may be retained at the national headquarters of the 
National Institute of Corrections (NIC) and/or at the NIC Information 
Center currently located in Longmont, Colorado and/or at the offices of 
an information management company authorized by

[[Page 70288]]

contract with NIC to maintain and manage the system.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who request corrections information from the NIC 
Information Center and Individuals who receive NIC-generated mailings 
of corrections information, including (1) NIC constituents sorted by 
constituent group, e.g. directors or commissioners of state Departments 
of Corrections, administrators of large jails, NIC Advisory Board 
members; (2) employees of federal, state, local, tribal, foreign and 
international government agencies, including corrections and other law 
enforcement agencies; (3) employees from private corrections companies 
who have contracted to provide corrections services to government 
agencies; (4) inmates and inmate family members and friends; (5) 
elected officials including Members of Congress; (6) members of 
professional organizations including the American Corrections 
Association; (7) members of the news media; (8) members of the general 
public, including staff and students from educational institutions and 
charitable organizations.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records in this system include: (1) Identification and logistical 
information for persons who contact the Information Center, e.g. name, 
agency, address, telephone number; library subject codes of documents 
requested and sent, receipt and response dates, method of information 
delivery, postage costs; (2) Names and addresses of NIC constituents, 
sorted by constituent group, e.g. directors or commissioners of state 
Departments of Corrections, administrators of large jails, NIC Advisory 
Board members.

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 more efficiently track and respond 
to persons who request information from the NIC Information Center and 
to generate labels for NIC-initiated mailings to groups of NIC 
constituents.

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 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 will use the mailing list to initiate 
mailings approved by NIC.
    (b) 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 
via a configuration of personal computer, client/server, and mainframe 
systems architecture located in the NIC Information Center and/or NIC 
headquarters offices and/or the offices of an information management 
company authorized by contract with NIC to maintain and manage the 
system. 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 concerning persons who request information from the NIC 
Information Center are retrievable by identification and logistical 
information, e.g., name, address. Records concerning groups of NIC 
constituents who receive NIC-generated mailings are retrievable by 
category of constituent group, e.g. sheriffs; by position in the 
constituent group, e.g. sheriff of Fairfax County; and/or by certain 
identification information (names, addresses) of the individuals in the 
constituent group, e.g. Sheriff John Smith.

SAFEGUARDS:
    Information is safeguarded in accordance with Department of Justice 
and 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 or authorized contractor 
staff who require access to perform their official and/or contract 
duties may access the system equipment and the information in the 
system.

RETENTION AND DISPOSAL:
    Information is maintained until such time as the records no longer 
serve the purpose described by this system. At such time, these records 
may be updated or 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/or by persons requesting 
information from the Information Center and/or by NIC constituents 
seeking NIC-generated mailings.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.

[FR Doc. 99-32618 Filed 12-15-99; 8:45 am]
BILLING CODE 4410-CJ-M