[Federal Register Volume 66, Number 100 (Wednesday, May 23, 2001)]
[Notices]
[Pages 28536-28538]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-12989]


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DEPARTMENT OF THE INTERIOR

Office of the Secretary


Privacy Act of 1974, As Amended; Addition of a New System of 
Records

AGENCY: Department of the Interior.

ACTION: Proposed addition of a new system of records.

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SUMMARY: The Department of Interior is issuing public notice of its 
intent to add a new Department-wide Privacy Act system of records to 
its inventory of records systems 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 records systems maintained by the agency (5 U.S.C. 
552a(e)(4)). The new system of records is called the ``DOI-05: The 
Volunteer Services File.''

DATES: 5 U.S.C. 552a(e)(11) requires that the public be provided a 30-
day period in which to comment on the intended use of the information 
in the system of records. The Office of Management and Budget, in its 
Circular A-130, requires an additional 10-day period (for a total of 40 
days) in which to make these comments. Any persons interested in 
commenting on this proposed system of records may do so by submitting 
comments in writing to the Departmental Privacy Act Officer, U.S. 
Department of the Interior, Office of Information Resources Management, 
MS 5312 MIB, 1849 C Street, NW., Washington, DC 20240, or by e-mail at 
[email protected]. Comments received on or before July 2, 2001 
will be considered. The system will be effective as proposed at the end 
of the comment period unless comments are received which would require 
a contrary determination. In that case the Department will publish any 
changes to the routine uses.

FOR FURTHER INFORMATION CONTACT: John Mahoney, Office of Planning and 
Performance Management, Office of the Secretary, by phone at 202-208-
4560, email at: [email protected], or mail at MS-5259-MIB, 1849 C 
St., NW., Washington, DC 20240.

SUPPLEMENTARY INFORMATION: The Interior Volunteer Services File system

[[Page 28537]]

will contain information on individuals for the purpose of determining 
an interest in a volunteer opportunity, suitability for the 
opportunity, and for administration of the volunteer program.
    A copy of the system notice for ``Interior Volunteer Services File 
System'' DOI-05, follows.

    Dated: May 18, 2001.
Marilyn Legnini,
Departmental Privacy Act Officer, Department of Interior.
INTERIOR/DOI-05

System Name:
    Interior Volunteer Services File System.

Security Classification:
    Not classified.

System Location:
    The records of this system are located at various field offices of 
Department of Interior bureaus which currently utilize volunteers. See 
Interior Bureau headquarter offices listed below or from the Department 
of Interior web site at www.doi.gov:
    (1) U.S. Geological Survey, Volunteer for Science Program, Office 
of Communications, 12201 Sunrise Valley Drive, Reston, VA 20192.
    (2) U.S. Fish and Wildlife Service, Volunteer Program, Headquarters 
Office, National Wildlife Refuge System, 4401 N. Fairfax Drive, Rm 670, 
Arlington, VA 22203.
    (3) Bureau of Reclamation, Volunteer Program, Office of Policy, 
Department of the Interior, 1849 C. St. NW., Washington, DC 20240.
    (4) Bureau of Land Management, Environmental Education and 
Volunteers Group, 1849 C. St., LS-406, Washington, DC 20240.
    (5) National Park Service, Servicewide Volunteer Coordinator, Rm. 
7312, 1849 C Street NW., Washington, DC 20240.
    (6) Information from on-line applications from the Volunteer Page 
web site is managed by the National Business Center, U.S. Department of 
the Interior, Second Floor, Parker Building, Reston, Virginia 20192.

Categories of Individuals Covered by the System:
    Persons performing work for the Department of Interior as 
volunteers but not as an employee of the agency. It includes interested 
persons, individuals involved in community, youth organizations, high 
schools and colleges.

Categories of Records in the System:
    The file may contain application forms; name; address; home phone 
number; facility where the individual is providing volunteer services; 
name of the supervisor; dates volunteered; date terminated; any 
physical or medical condition the facility staff needs to be aware of; 
emergency contact name, address, telephone, and relationship to the 
volunteer, and (if applicable) specific training the volunteer needs; 
personal equipment the volunteer needs; and reimbursable expenses 
provided to the volunteer; agreements to perform the services 
described; emergency notification data; contact information; time 
sheets; skills and qualification information; receipt for property; 
compensation for injuries; performance evaluation; and other 
information necessary to manage the volunteer program for each DOI 
bureau or office.

Routine uses of records maintained in the system including categories 
of users and the purposes of such uses:
    Use by Department of the Interior bureaus and offices to identify 
persons interested in participating in a government volunteer program, 
and for all necessary purposes for managing the volunteer program.
    Disclosures outside the Department of the Interior may be made 
under the routine uses listed below without the consent of the 
individual if the disclosure is compatible with the purposes for which 
the record was collected.
    (1) To an expert, consultant, or contractor (including employees of 
the contractor) of the Department that performs, on the Department's 
behalf, services requiring the use of these records.
    (2) To another government natural resource agency for the purpose 
consistent with the purpose identified above;
    (3) The Department of Justice, or to a court, adjudicative or other 
administrative body, or to a party in litigation before a court or 
adjudicative or administrative body, when:
    (a) One of the following is a party to the proceeding or has an 
interest in the proceeding:
    (1) The Department or any component of the Department;
    (2) Any Departmental employee acting in his or her official 
capacity;
    (3) Any Departmental employee acting in his or her individual 
capacity where the Department or the Department of Justice has agreed 
to represent the employee, or
    (4) The United States, when the Department determines that the 
Department is likely to be affected by the proceeding; and
    (b) The Department deems the disclosure to be:
    (1) Relevant and necessary to the proceedings; and
    (2) Compatible with the purpose for which we compiled the 
information.
    (4) To appropriate Federal, State, local or foreign agencies 
responsible for investigating or prosecuting the violation of or for 
enforcing or implementing a statute, rule, regulation, order or 
license, when the Department becomes aware of a violation or potential 
violation of a statute, rule, regulation, order or license.
    (5) To a congressional office in response to an inquiry an 
individual has made to the congressional office.
    (6) To the Office of Personnel Management or the General Accounting 
Office when the information is required for evaluation of the child 
care subsidy program.

Disclosure to Consumer Reporting Agencies:

    Pursuant to 5 U.S.C. 552a(b)12, records can be disclosed to 
consumer reporting agencies as they are 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, accessing, retaining, 
and disposing of records in the system:

Storage:

    Records are stored both in file folders, and in electronic form, in 
computer systems.

Retrievability:

    Indexed by name of the volunteer, control number assigned the 
volunteer, or social security number.

Safeguards:

    Access to records in the system is limited to authorized personnel 
whose official duties require such access. Paper records are maintained 
in locked metal file cabinets and/or in secured rooms. Electronic 
records conform to Office of Management and Budget and Departmental 
guidelines reflecting the implementation of the Computer Security Act 
of 1987 (40 U.S.C. 759). Electronic data will be protected through user 
identification, passwords, database permissions and software controls. 
Such security measures will establish different access levels for 
different types of users.

Retention and Disposal:

    Records in this system are covered by each individual Bureau/Office 
records schedule that has a Volunteer Program.

[[Page 28538]]

National Archives and Records Administration guidance on permanent and 
temporary records disposition is followed.

System Manager(s) and Address:

    Officials responsible for the Headquarters and field office system 
of records specific to that oversight are provided in the listing above 
under ``System Location.''

Notification Procedures:

    Any individual may request information regarding this system of 
records, or information as to whether the system contains records 
pertaining to them, from the organizational unit for which he or she 
performed work. The request must be in writing, signed by the 
requester, include the requester's full name and Social Security 
Number, dates when work was performed, program under which enrolled, 
and location where work was performed. (See 43 CFR 2.60 for procedures 
on making inquiries).

Record Access Procedures:

    For copies of your records write to the pertinent System Managers 
at the locations above. The request envelope and letter should be 
clearly marked ``PRIVACY ACT REQUEST FOR ACCESS.'' A request for access 
must meet the content requirements of 43 CFR 2.63(b)(4)).

Contesting Record Procedures:

    Use same procedures as ``Records Access Procedures'' section above. 
(See 43 CFR 2.71).

Record Source Categories:

    Information from this system comes primarily from the individual 
himself, the sponsoring organization, work supervisors and volunteer 
program officials.

Exemptions Claimed for the System:

    None.

[FR Doc. 01-12989 Filed 5-22-01; 8:45 am]
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