[Federal Register Volume 65, Number 101 (Wednesday, May 24, 2000)]
[Notices]
[Pages 33524-33525]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-12920]


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COMMODITY FUTURES TRADING COMMISSION


Privacy Act of 1974: System of Records

AGENCY: Commodity Futures Trading Commission.

ACTION: Notice of revised system of records, CFTC-35, Interoffice and 
Internet E-Mail.

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SUMMARY: This notice revises CFTC-35, the Commission's systems of 
records under the Privacy Act of interoffice and Internet e-mail. The 
revisions reflect the changes in the maintenance of e-mail records 
brought about by a change in the agency's computer network. The changes 
are technical in nature and do not significantly affect the privacy 
expectations of the individuals on whom records are retrievable.

DATES: May 24, 2000.

FOR FURTHER INFORMATION CONTACT: Stacy Dean Yochum, Office of the 
Executive Director, (202) 418-5157, Commodity Futures Trading 
Commission, Three Lafayette Centre, 1155 21st Street NW, Washington, DC 
20581, [email protected].

SUPPLEMENTARY INFORMATION: In accordance with the Privacy Act of 1974, 
5 U.S.C. 522a, and the Commission's implementing regulations, 17 CFR 
part 146, the Commission is publishing revisions to its system of 
records, CFTC-35, Interoffice and Internet E-Mail. The Commission's 
recent change in operating networks affected the location of the 
records and the categories of records in the systems, as well as the 
storage, safeguards, and retention and disposal of the records.
    Accordingly, the Commission is giving notice of the following 
revisions to CFTC-35:
CFTC-35

SYSTEM NAME:
    Interoffice and Internet E-Mail

SYSTEM LOCATION:
    Mail servers in each system location (Washington, DC, Chicago, New 
York, and Los Angeles) retain records. Records are backed up nightly 
onto magnetic tape in all locations. In Washington, DC, the most recent 
two weeks of tapes are kept in locked boxes and tapes with information 
covering the prior two weeks are kept at an off-site storage facility. 
Tapes with information covering the most recent four-week period are 
kept on-site, in a secured area, in the Chicago, New York and Los 
Angeles locations.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All CFTC employees and on-site contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records on the use of the interoffice and Internet e-mail system, 
including the mailbox name, number of objects in the mailbox, and 
aggregate size of the mailbox.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301 and section 12(b)(3) of the Commodity Exchange Act, 7 
U.S.C. 16(b)(3).

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM:
    The records are used by CFTC network administrators who have a need 
for the records in the performance of their duties. See also the 
Commission's ``General Statement of Routine Uses,'' Nos. 1, and 2, 
Privacy Act Issuances, 1991 Comp., Vol. IV, p. 144. In addition, the 
records and data, other than the content of individual mailboxes, may 
also be disclosed as necessary to contractors as necessary for 
assessment, modification, or maintenance of the e-mail system.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING 
AND DISPOSING OF RECORDS IN THE SYSTEM
STORAGE:
    Records are stored on the mail servers in each CFTC location. 
Servers are backed up nightly to magnetic tape. In Washington, DC, the 
most recent two weeks of magnetic tape are kept in a locked box in the 
Computer Room and the prior two weeks are kept at an off-site storage 
facility. The entire four weeks of magnetic tape information is kept in 
unlocked boxes in a secured area in the Chicago, New York and Los 
Angeles locations.

RETRIEVABILITY:
    The information can be retrieved by assigned interoffice or 
Internet mail address.

SAFEGUARDS:
    Network administrators have access to the e-mail information. This 
access is generally limited to the ``header'' information described 
under ``Categories of Records.'' In addition, the mailbox owner can 
grant access to objects in the mailbox to others. The tapes are kept in 
locked storage boxes in Washington, DC, and only network administrators 
and OIRM management have keys to the locked boxes. In the Chicago, New 
York and Los Angeles locations, tapes are kept in a secured area. Only 
designated office personnel have access to the secured area.

RETENTION AND DISPOSAL:
    Records on magnetic tape are retained for four weeks, then 
destroyed as the tape is written over with new information. Records are 
retained on the mail servers until the sender and receiver delete the 
information from the e-mail system. Internet e-mail information that is 
received by the postmaster due to an error in delivery is considered 
temporary and is destroyed after the problem is corrected. When an 
employee leaves the Commission, the employee's mailbox is deleted 
unless the employee or the employee's administrative officer requests 
that the mailbox be retained in order to recover work-related 
information.

SYSTEM MANAGER AND ADDRESS:
    Network Manager, Commodity Futures Trading Commission, Three 
Lafayette Centre, 1155 21st Street NW., Washington, DC 20581.

[[Page 33525]]

NOTIFICATION PROCESS:
    Individuals seeking to determine whether the system of records 
contains information about themselves, seeking access to records about 
themselves in the system of records, or contesting the content of 
records about themselves should address written inquiries to the FOI, 
Privacy and Sunshine Acts Compliance Staff, Commodity Futures Trading 
Commission, Three Lafayette Centre, 1155 21st Street NW., Washington, 
DC 20581.

RECORD ACCESS PROCEDURES:
    See ``Notification Procedures'' above.

CONTESTING RECORDS PROCEDURES:
    See ``Notification Procedures'' above.

RECORD SOURCE CATEGORIES:
    Internet e-mail, interoffice e-mail.

    Issued in Washington, DC, on May 17, 2000.
    By the Commission.
Jean A. Webb,
Secretary of the Commission.
[FR Doc. 00-12920 Filed 5-23-00; 8:45 am]
BILLING CODE 6351-01-M