[Federal Register Volume 67, Number 201 (Thursday, October 17, 2002)]
[Notices]
[Pages 64132-64134]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 02-26260]


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DEPARTMENT OF JUSTICE

[AAG/A Order No. 289-2002]


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 modify the following system of records--previously 
published November 4, 1997 (62 FR 58734):

Computer Linked Application Information Management System (CLAIMS 3 and 
4) Justice/INS-013

    INS proposes to modify the following sections of the notice: System 
Location--by providing the web address for locating INS field office 
addresses; Categories of Individuals--to adequately describe the 
individuals at issue within the system; Categories of Records in the 
System--describing three other database systems that are either 
components or extractions of CLAIMS; Purpose--adding an additional 
purpose for maintaining this system of records; Retrievability--adding 
another means for retrieval of the data; Retention and Disposal--
updating the schedule to include its current description; System 
Manager--an internal reorganization switched authority for the system 
to a new program office; and Records Access Procedures--the text has 
been updated. Also, three routine uses (B), (F), and (G) are being 
edited and three routine uses (H), (I), and (J) have been added. 
Finally, other minor corrections and edits have also been made.
    In accordance with 5 U.S.C. 552a (e)(4) and (11), the public is 
given a 30-day period in which to comment on the proposed 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 comment 
by November 18, 2002. The public, OMB, and the Congress are invited to 
submit any comments to Mary Cahill, Management Analyst, Management and 
Planning Staff, Justice Management Division of Justice, Washington, DC 
20530 (Room 1400, National Place Building).
    In accordance with 5 U.S.C. 552a the Department has provided a 
report to OMB and the Congress.

    Dated: October 4, 2002.
Robert F. Diegelman,
Acting Assistant Attorney General for Administration.
JUSTICE/INS-013

SYSTEM NAME:
    Computer Linked Application Information Management System (CLAIMS 3 
and 4).

SYSTEM LOCATION:
    The Department of Justice (DOJ) Data Processing Center with data 
access by Immigration and Naturalization Service (INS) users from 
Headquarters, Regional and District offices, Service Centers, and sub-
offices as detailed in JUSTICE/INS-999, last published in the Federal 
Register on April 13, 1999 (64 FR 18052), and on the Internet at the 
INS Web page, at http://www.INS.gov.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Individuals who have filed applications or petitions for benefits 
under the Immigration and Nationality Act, as amended, and/or who have 
submitted fee payments with such applications or petitions; and 
individuals who have paid fees for access to records under the Freedom 
of Information/Privacy Acts (FOIA/PA).

[[Page 64133]]

CATEGORIES OF RECORDS IN THE SYSTEM:
    Biographic information which identifies individuals named above, 
e.g., name and address, date of birth, country of birth and alien 
registration number. Records in the system may also include such 
information as date documents were filed or received in INS, 
application/petition status, location of record, FOIA/PA or other 
control number when applicable, and fee receipt data.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    8 U.S.C. 1103; 8 U.S.C. 1363; and 31 U.S.C. 3512.

PURPOSE(S):
    CLAIMS 3 and 4 consists of three major components: 1) The Local 
Area Network (LAN) version is used mainly by the INS Service Centers to 
support the processing and maintenance of applications and petitions 
information into computer data format; 2) The centralized mainframe 
component, retains data uploaded from the Service Center LAN operations 
and provides real-time on-line nationwide inquiries and update 
capabilities to authorized INS representatives, and; 3) The re-
engineered Client/Server version of CLAIMS automates aspects of 
applications associated with naturalization/citizenship and benefits 
processing. Both investigative and administrative records are 
maintained in this system in order to permit the INS to function 
efficiently. Reports are also generated from the data within the 
system.
    The CLAIMS 3 and 4 components enable INS to provide automated 
support to process applications and/or petitions for benefits; 
determine the status of pending applications and petitions for 
benefits; account for and control the receipt and disposition of any 
fees and refunds collected, and FOIA/PA requests; and locate related 
physical and automated files to support INS responses to inquiries 
about these records.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    A. To any Federal agency, where appropriate, to enable such agency 
to make determinations regarding the payment of Federal benefits to the 
record subject in accordance with that agency's statutory 
responsibilities.
    B. In an appropriate proceeding before a court, grand jury, or 
administrative or regulatory body when records are determined by the 
Department of Justice to be arguably relevant to the proceeding.
    C. To an actual or potential party or to his or her attorney for 
the purpose of negotiation or discussion on such matters as settlement 
of the case or matter, or informal discovery proceedings.
    D. 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.
    E. 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.
    F. 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.
    G. To an obligor who has posted a bond with the INS for the 
subject. INS may provide only such information, as either (1) may aid 
the obligor in locating the subject to insure his or her presence when 
required by INS or (2) assist the obligor in evaluating the propriety 
of the following actions by INS: breach of bond--i.e., notice to the 
obligor that the subject of the bond has failed to appear which would 
render the full amount of the bond due and payable.
    H. To the appropriate agency/organization/task force, regardless of 
whether it is Federal, State, local, foreign, or tribal, charged with 
the enforcement (e.g., investigation and prosecution) of a law 
(criminal or civil), regulation, or treaty, of any record contained in 
this system of records which indicates either on its face, or in 
conjunction with other information, a violation or potential violation 
of that law, regulation, or treaty.
    I. To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the Federal Government, when 
necessary to accomplish an agency function related to this system of 
records.
    J. Pursuant to subsection (b)(3) of the Privacy Act, the Department 
of Justice may disclose relevant and necessary information to a former 
employee of the Department for purposes of: responding to an official 
inquiry by a federal, state, or local government entity or professional 
licensing authority, in accordance with applicable Department 
regulations; or facilitating communications with a former employee that 
may be necessary for personnel-related or other official purposes where 
the Department requires information and/or consultation assistance from 
the former employee regarding a matter within that person's former area 
of responsibility.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Information is stored on magnetic disks and tape.

RETRIEVABILITY:
    Records may be retrieved by: the Alien File Number (A-Number) in 
some instances; the name of the individuals covered by the system; and 
by application/petition receipt number.

SAFEGUARDS:
    Most INS offices are located in buildings under security guard, and 
access to premises is by official identification. Offices are locked 
during non-duty hours. Access to this system is obtained through remote 
terminals that require the use of restricted passwords and a user ID.

RETENTION AND DISPOSAL:
    The following INS proposal for retention and disposal is pending 
approval by NARA. Information located on the LAN database will be 
archived in accordance with the archiving criteria for each different 
INS form downloaded into the system, i.e., one to three years after 
date of last completed action to a repository where it will remain 15 
years before destruction. Archived reports are maintained at INS 
Service Centers for 15 years and then are destroyed. The re-engineered 
client/server data will be deleted 15 years after INS has completed the 
final action on the benefit request.

SYSTEM MANAGER(S) AND ADDRESS:
    Deputy Executive Associate Commissioner, Office of Field 
Operations, Immigration Services Division, 435 I Street NW, Room 7246, 
Washington, DC 20536.

NOTIFICATION PROCEDURES:
    Inquiries should be addressed to the system manager.

RECORDS ACCESS PROCEDURE:
    Requests for access to records in this system must be in writing. 
Such requests may be submitted by mail or in person. If a request for 
access is made by mail, the envelope and letter shall be clearly marked 
Privacy Access Request. The requester should provide his or her full 
name, date and place of birth, verification of identity in accordance 
with 8 CFR 103.21(b), and any other

[[Page 64134]]

identifying information that may be of assistance in locating the 
record. Requests to contest or amend information contained in the 
system should be made to the system manager or the FOIA/PA officer at 
any INS office. The requester should also provide a return address for 
transmitting the records to be released.

CONTESTING RECORDS PROCEDURE:
    Requests to contest or amend information contained in the system 
should be made to the System Manager or the FOIA/PA officer at any INS 
office. State clearly and concisely the information being contested, 
the reason for contesting it, and the proposed amendment thereof. 
Clearly mark the envelope, ``Privacy Act Amendment Request.'' The 
record must be identified in the same manner as described for making a 
request for access.

RECORD SOURCE CATEGORIES:
    Information contained in this system of records is obtained from 
the individuals covered by the system.

SYSTEM EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:
    None.
[FR Doc. 02-26260 Filed 10-16-02; 8:45 am]
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