[Federal Register Volume 68, Number 154 (Monday, August 11, 2003)]
[Notices]
[Pages 47610-47617]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-20342]


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DEPARTMENT OF JUSTICE

[AAG/A Order No. 015-2003]


Privacy Act of 1974; Systems of Records

    Pursuant to the Privacy Act of 1974 (5 U.S.C. 552a), the Department 
proposes to modify the following Privacy Act systems of records:
    Central Civil Rights Division Index File and Associated Records, 
JUSTICE/CRT-001 (previously published on February 20, 1998, at 63 FR 
8659);
    Civil Rights Case Load Evaluation System--Time Reporting System, 
JUSTICE/CRT-003 (previously published on October 17, 1988, at 53 FR 
40510);
    Registry of Names of Interested Persons Desiring Notifications of 
Submissions Under Section 5 of the Voting Rights Act, JUSTICE/CRT-004 
(previously published on October 17, 1988, at 53 FR 40511);
    Files on Employment Civil Rights Matters from Persons Outside of 
the Department of Justice, JUSTICE/CRT-007 (previously published on 
October 17, 1988, at 53 FR 40512); and Civil Rights Division Travel 
Reports, JUSTICE/CRT-009 (previously published on October 17, 1988, at 
53 FR 40514).
    The Department is publishing modifications to the above systems of 
records. This notice includes some major changes such as adding new 
routine uses. Also, the Department made other non-substantive changes 
in all the above systems to provide clarification, such as to correct 
typographical errors, to provide updated addresses, to update 
information on particular statutes, to clarify existing routine uses, 
to add data elements omitted from previous notices, and to reflect 
nomenclature changes. The proposed rule for the Privacy Act exemptions 
is also being updated and is published in today's Federal Register.
    First, in the Central Civil Rights Division Index File and 
Associated Records system, CRT-001, the Department proposes to allow 
records which may disclose a violation or potential violations of law 
to be referred to the appropriate authority charged with the 
responsibility for investigation, enforcing or prosecuting such 
violation. Two other routine use disclosures permit the disclosure of 
information regarding the progress and results of investigations to 
contractors, experts, students, consultants, mediators, negotiators, 
and other persons performing work or on assignment to the Federal 
Government. Another routine use will permit the disclosure of 
information to former employees of the Department for matters in which 
they were involved. In addition, a revised routine use will permit 
disclosure of health care-related information obtained during health 
care-related investigations.
    Second, the Department proposes to add five routine use disclosures 
to Civil Rights Interactive Case Management System, CRT-003. The first 
routine use allows records which may disclose a violation or potential 
violations of law to be referred to the appropriate authority charged 
with the responsibility for investigation, enforcing or prosecuting 
such violation. Two routine uses are similar to those above: To permit 
the disclosure of information regarding the progress and results of 
investigations to contractors, experts, students, consultants, and 
other persons performing work or on assignment to the Federal 
Government; and to permit the disclosure of information to former 
employees of the Department for matters in which they were involved. 
One routine use will permit disclosure to complainants and victims to 
provide information about the progress and/or results of an 
investigation or case. Further, information may be disclosed to the 
media under certain circumstances unless it would constitute an 
unwarranted invasion of personal privacy.
    Third, the Department proposes to add three routine use disclosures 
to Registry of Names of Interested Persons Desiring Notifications of 
Submissions Under Section 5 of the Voting Rights Act, CRT-004. Two 
routine uses are similar to that above: To permit the disclosure of 
information regarding the progress and results of investigations to 
contractors, experts, students, consultants, and other persons 
performing work or on assignment to the Federal Government; and to 
permit the disclosure of information to former employees of the 
Department for matters in which they were involved. Another routine use 
will allow records which may disclose a violation or potential 
violations of law to be referred to the appropriate authority charged 
with the responsibility for investigation, enforcing or prosecuting 
such violation.
    Fourth, the Department proposes to add three routine use 
disclosures to Files on Employment Civil Rights Matters from Persons 
Outside of the Department of Justice, CRT-007. This routine use will 
permit the disclosure to complainants and victims to provide 
information about the progress or results of an investigation or case. 
Two routine uses are identical to that above: To permit the disclosure 
of information regarding the progress and results of investigations to 
contractors, experts, students, consultants, and other persons 
performing work or on assignment to the Federal Government; and to 
permit the disclosure of information to former employees of the 
Department for matters in which they were involved. One routine use 
will permit disclosure to complainants and victims to provide 
information about the progress or results of an investigation or case.
    Fifth, the Department proposes to add two identical routine uses as 
those above, for disclosure to contractors and former employees, in 
Civil Rights Division Travel Reports, CRT-009. The other routine use 
will allow records which may disclose a violation or potential 
violations of law to be referred to the appropriate authority charged 
with the responsibility for investigation,

[[Page 47611]]

enforcing or prosecuting such violation or law.
    In addition, the Civil Rights Division has one system of records, 
CRT-002, Files of Application for the Position of Attorney with the 
Civil Rights Division, which is now covered by two government wide 
systems of records of the Office of Personnel Management (OPM): OPM/
GOVT-1, General Personnel Records; and OPM/GOVT-5, Recruiting, 
Examining and Placement Records (both published on April 27, 2000, at 
65 FR 24732-24753). Accordingly, these government wide system notices 
replace, and the Department hereby removes, on the effective date of 
this notice, the following notice previously published by an individual 
Department of Justice component:
    Files of Application for the Position of Attorney with the Civil 
Rights Division, JUSTICE/CRT-002 (previously published on December 17, 
1985, at 50 FR 51482).
    Finally, the Office of Special Counsel for Immigration Related 
Unfair Employment Practices was merged into the Civil Rights Division, 
and its two remaining systems of records are being incorporated into 
the Civil Rights Division's systems of records. Accordingly, this 
system notice replaces, and the Department hereby removes, on the 
effective date of this notice, the following notices previously 
published by individual Department of Justice components:
    Office of Special Counsel, ``Central Index File and Associated 
Records,'' OSC-001 (previously published on October 17, 1988, at 53 FR 
40531); and
    Office of Special Counsel, ``Special Counsel for Immigration 
Related Unfair Employment Practices Travel Reports,'' OSC-003 
(previously published on September 15, 1988 at 53 FR 35926).
    The Office of Special Counsel's systems of records, OSC-001 and 
OSC-003, were incorporated into the Civil Rights Division's systems of 
records, CRT-001 and CRT-009, respectively.
    The modified systems of records are printed below.
    In accordance with 5 U.S.C. 552a(e)(4) and (11), the public is 
given a 30-day period in which to comment; and the Office of Management 
and Budget (OMB), which has oversight responsibility of the Act, 
requires a 40-day period in which to conclude its review of the system. 
Therefore, please submit any comments by September 10, 2003. The 
public, OMB and the Congress are invited to submit comments to: Mary 
Cahill, Management and Planning Staff, Justice Management Division, 
Department of Justice, 1331 Pennsylvania Ave., NW., Washington, DC 
20530 (1400 National Place Building).
    In accordance with 5 U.S.C. 552a(r), the Department has provided a 
report to OMB and Congress.

    Dated: July 24, 2003.
Paul R. Corts,
Assistant Attorney General for Administration.
JUSTICE/CRT-001

SYSTEM NAME:
    Central Civil Rights Division Index File and Associated Records, 
CRT-001.

SYSTEM LOCATION:
    United States Department of Justice, Civil Rights Division (CRT), 
950 Pennsylvania Avenue, NW., Washington, DC 20530-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    These persons may include: Subjects of investigations, victims, 
potential witnesses, individuals of Japanese ancestry who were 
eligible, or potentially eligible, for restitution benefits as a result 
of their evacuation, relocation, or internment during World War II, and 
representatives on behalf of individuals and other correspondents on 
subjects directed or referred to CRT or other persons or organizations 
referred to CRT in potential or actual cases and matters of concern to 
CRT, and CRT employees who handle complaints, cases or matters of 
concern to CRT.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Records in this system consist of case files, matters, memoranda, 
correspondence, studies, and reports relating to enforcement of civil 
rights laws and other various duties of the Civil Rights Division. The 
delegated legal duties and responsibilities of each section are 
described in detail at the Civil Rights Division Web page: http://www.usdoj.gov/crt/crt-home.html. In addition to the sections, the Civil 
Rights Division maintains records related to the duties of the former 
Office of Redress Administration pertaining to the identification, 
location and authorization for restitution payments to eligible 
individuals of Japanese ancestry who were evacuated, relocated or 
interned during World War II. These restitution payments were 
authorized by section 105 of the Civil Liberties Act of 1988 (50 U.S.C. 
App. 1989b). Finally, the names of some individuals, e.g., witnesses, 
may not yet be on the central indices and may be obtained by direct 
access to the file jackets. Such file jackets are located within the 
respective sections of CRT according to the legal subject matter 
assigned to each CRT section.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The records in the system of records are kept under the authority 
of 44 U.S.C. 3101 and in the ordinary course of fulfilling the 
responsibility assigned to CRT under the provisions of 28 CFR 0.50, 
0.51.

PURPOSES:
    The purposes of this system are to assist all the sections within 
the Division in maintaining names of Division employees and their case 
investigation assignments, names of defendants or investigation 
targets, victims, witnesses or potential witnesses, or other persons or 
organizations as they relate to potential or actual cases, 
investigations, and matters of concern to CRT. Other purposes are to 
assist employees and officials within the Division to review and make 
decisions in the course of investigations and legal proceedings, to 
assist the Division in preparing budget requests, to respond to 
inquiries from outside the Department, and to carry out other 
authorized Department functions.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    A record maintained in this system of records may be disseminated 
as a routine use of such records as follows:
    (1) In the event that a record in this system, either alone or in 
conjunction with other information, indicates a violation or potential 
violation of law--criminal, civil, or regulatory in nature--the 
relevant records may be referred to the appropriate Federal, State, 
local, foreign, or Tribal law enforcement authority or other 
appropriate agency charged with the responsibility for investigating or 
prosecuting such violation or charged with enforcing or implementing 
such law;
    (2) In the course of the administration by CRT of a federally 
mandated program, or the investigation or litigation of a case or 
matter, a record may be disseminated to a Federal, State or local 
agency, or to an individual or organization, if there is reason to 
believe that such agency, individual or organization possesses 
information or has the expertise in an official or technical capacity 
to assist in the administration of such program or to analyze 
information relating to the investigation, trial or hearing and the 
dissemination is reasonably necessary to elicit such assistance, 
information or expert analysis, or to obtain the

[[Page 47612]]

cooperation of a prospective witness or informant;
    (3) A record relating to a case or matter, or any facts derived 
therefrom, may be disseminated in a proceeding before a court, grand 
jury, administrative or regulatory proceeding or any other adjudicative 
body before which CRT is authorized to appear, when the United States, 
or any agency or subdivision thereof, is a party to litigation or has 
an interest in litigation and such records are determined by CRT to be 
arguably relevant to the litigation;
    (4) A record relating to a case or matter may be disseminated to an 
actual or potential party to litigation or the party's attorney (a) for 
the purpose of negotiation or discussion on such matters as settlement 
of the case or matter, plea bargaining or (b) in informal discovery 
proceedings;
    (5) A record relating to a case or matter that has been referred 
for investigation may be disseminated to the referring agency to notify 
such agency of the status of the case or matter or of any determination 
that has been made;
    (6) A record relating to a person held in custody or probation 
during a criminal proceeding or after conviction may be disseminated to 
any agency or individual having responsibility for the maintenance, 
supervision or release of such person;
    (7) A record may be disseminated to the United States Commission on 
Civil Rights in response to its request and pursuant to 42 U.S.C. 
1975d;
    (8) 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;
    (9) A record may be disseminated to mediators, negotiators or other 
persons engaged in efforts to resolve or settle cases or matters 
pending in the Division as is necessary to enable them to perform their 
assigned duties;
    (10) A record may be disseminated to complainants and victims to 
the extent necessary to provide such persons with information and 
explanations concerning the progress or results of the investigation or 
case arising from the matters of which the complainants or victims 
complained or of which they were a victim;
    (11) Information relating to health care fraud may be disclosed to 
private health plans, or associations of private health plans, health 
insurers, or associations of health insurers, to promote the 
coordination of efforts to prevent, detect, investigate, and prosecute 
health care fraud; to assist efforts by victims of health care fraud to 
obtain restitution; to enable private health plans to participate in 
local, regional, and national health care fraud task force activities; 
and to assist tribunals, which have jurisdiction over claims against 
private health plans for allegedly improper disclosures to the 
Department of Justice of information concerning suspected health care 
fraud, in determining whether the private health plan qualifies for 
statutory immunity from civil liability as provided by Section 201 of 
the Health Insurance Portability and Accountability Act of 1998, 
codified at 42 U.S.C. 1320a-7c(a)(3)(B)(iii);
    (12) Information permitted to be released to the news media and the 
public pursuant to 28 CFR 50.2 may be made available 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;
    (13) Information may be disclosed as is necessary to respond to 
inquiries by Members of Congress on behalf of individual constituents 
who are subjects of CRT records;
    (14) A record may be disclosed as a routine use to the National 
Archives and Records Administration (NARA) and to the General Services 
Administration (GSA) in records management inspections conducted under 
the authority of 44 U.S.C. 2904 and 2906;
    (15) 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 in this system is stored on index cards, in file 
jackets, and on computer disks or tapes.

RETRIEVABILITY:
    Records are retrieved by the names of individuals or by case 
numbers assigned to certain cases being investigated by the Department.

SAFEGUARDS:
    Information in manual and computer form is safeguarded and 
protected in accordance with applicable Department security regulations 
for systems of records. Only a limited number of staff members who are 
assigned a specific identification code will be able to use the 
computer to access the stored information. However, a section may 
decide to allow its employees access to the system in order to perform 
their official duties.

RETENTION AND DISPOSAL:
    Records are maintained on the system while current and required for 
official Government use. When no longer needed on an active basis, the 
paper files are transferred to the Federal Records Center, Suitland, 
Maryland and some records are transferred to computer tape and stored 
in accordance with Department security regulations for systems of 
records. Final disposition is in accordance with records retention 
schedules approved by NARA.

SYSTEM MANAGER(S) AND ADDRESS:
    Executive Officer, Administrative Management Section, Civil Rights 
Division, United States Department of Justice, 950 Pennsylvania Avenue, 
NW., Washington, DC 20530-0001.

NOTIFICATION PROCEDURE:
    Part of this system is exempted from this requirement under 5 
U.S.C. 552a(j)(2) and (k)(2). Address inquiries to the System Manager 
listed above.

RECORD ACCESS PROCEDURES:
    Part of this system is exempted from this requirement under 5 
U.S.C. 552a(j)(2) and (k)(2). To the extent that this system of records 
is not subject to exemption, it is subject to access and contest. A 
determination as to exemption shall be made at the time a request for 
access is received. A request for access to a record retrievable in 
this system shall be made in writing, with the envelope and letter 
clearly marked ``Privacy Access Request.'' Include in the request the 
full name of the individual, his or her current address, date and place 
of birth, notarized signature or dated signature submitted under 
penalty of perjury (28 CFR 16.41(d)), the subject of the case or matter 
as described under ``Categories of records in the system,'' and any 
other information which is known and may be of assistance in locating 
the record, such as the name of the civil rights related case or matter 
involved, where and when it occurred and the name of the judicial 
district involved. The requester will also provide a return address for

[[Page 47613]]

transmitting the information. Access requests should be directed to the 
System Manager listed above.

CONTESTING RECORD PROCEDURES:
    Individuals desiring to contest or amend non-exempt information 
retrievable in the system should direct their request to the System 
Manager listed above, stating clearly and concisely what information is 
being contested, the reasons for contesting it, and the proposed 
amendment to the information sought.

RECORD SOURCE CATEGORIES:
    Sources of information contained in this system may be an agency or 
person who has or offers information related to the law enforcement 
responsibilities and/or other statutorily-mandated duties of CRT.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    The Attorney General has exempted parts of this system from 
subsections (c)(3) and (4); (d)(1), (2), (3), and (4); (e)(1), (2), 
(3), (5), and (8); and (g) of the Privacy Act pursuant to 5 U.S.C. 552a 
(j)(2), (k)(1) and (k)(2). Rules have been promulgated in accordance 
with the requirements of 5 U.S.C. 553 (b), (c) and (e) and have been 
published in the Federal Register. These exemptions apply only to the 
extent that information in a record pertaining to a particular 
individual relates to an official federal investigation and/or law 
enforcement matter. Those files indexed under an individual's name 
which concern only the administrative management of restitution 
payments under section 105 of the Civil Liberties Act of 1988 are not 
being exempted pursuant to 5 U.S.C. 552a(j)(2) and (k)(2).
JUSTICE/CRT-003

SYSTEM NAME:
    Civil Rights Interactive Case Management System (ICM).

SYSTEM LOCATION:
    United States Department of Justice, Civil Rights Division (CRT), 
950 Constitution Ave., NW., Washington, DC 20530-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    These persons may include: Complainants, victims, defendants, 
parties, experts, mediators, Assistant U.S. Attorneys, judges, and 
individuals or representatives on behalf of individuals in potential or 
actual cases and matters of concern under jurisdiction of the Civil 
Rights Division; and CRT employees, including attorneys, paralegals, 
and professional staff, who handle complaints, cases or matters of 
concern to CRT.

CATEGORIES OF RECORDS IN THE SYSTEM:
    (1) Records in this system pertain to a broad variety of cases and 
matters under the jurisdiction of the CRT relating to disability 
rights, education, employment, housing, special litigation, voting, 
criminal, enforcement, and other civil rights laws or matters;
    (2) Summary information of these cases or matters is maintained in 
the system including such information as names of principal parties or 
subjects, proper case name, case numbers, judicial district, 
assignments, alleged violation, section of CRT responsible for the 
matter, and case status, ranging from the preliminary development 
stage, through investigation, litigation, compliance, appeal, 
conviction or closure; and
    (3) The ICM also has a time reporting system that allows the CRT to 
capture, analyze and report the professional time attorneys, paralegals 
and other employees of the Division spend on investigation and case 
related tasks.

PURPOSE(S):
    The ICM is designed to track, count and measure all investigations 
and cases throughout their life cycle. The CRT uses reports generated 
from this system to provide a profile for each section's activities and 
to furnish management with a global perspective to the CRT workload. 
The ICM also has a time reporting system that allows the CRT to 
capture, analyze and report the level of effort attorneys, paralegals, 
and professional staff spend on investigation and case related tasks. 
One purpose of this system is to assist employees and officials of the 
Department to keep track of resources and professional time devoted to 
individual assignments to matters and broad categories of cases. 
Another purpose is to assist the CRT in preparing budget requests and 
other reports which may be submitted to the Attorney General or to 
Congress.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The records in this system are kept under the authority of 44 
U.S.C. 3101 and in the ordinary course of fulfilling the 
responsibilities assigned to CRT under 28 CFR 0.50, 0.51.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    A record maintained in this system of records may be disseminated 
as a routine use of such records as follows:
    (1) A record relating to this system, or any facts derived 
therefrom, may be disseminated in a proceeding before a court, grand 
jury, administrative or regulatory proceeding or any other adjudicative 
body before which CRT is authorized to appear, when the United States, 
or any agency or subdivision thereof, is a party to litigation or has 
an interest in litigation and such records are determined by CRT to be 
arguably relevant to the litigation;
    (2) In the event that a record in this system, either alone or in 
conjunction with other information, indicates a violation or potential 
violation of law--criminal, civil, or regulatory in nature--the 
relevant records may be referred to the appropriate Federal, State, 
local, foreign, or Tribal law enforcement authority or other 
appropriate agency charged with the responsibility for investigating or 
prosecuting such violation or charged with enforcing or implementing 
such law;
    (3) A record relating to this system may be disseminated to an 
actual or potential party to litigation or the party's attorney or 
authorized representative for the purpose of negotiation or discussion 
on such matters as settlement of the case or matter, plea bargaining, 
or in informal discovery proceedings;
    (4) A record may be disseminated 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;
    (5) A record may be disseminated to complainants and victims to the 
extent necessary to provide such persons with information and 
explanations concerning the progress or results of the investigation or 
case arising from the matters of which the complainants or victims 
complained or of which they were a victim;
    (6) A record may be disseminated 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.
    (7) Information permitted to be released to the news media and the 
public pursuant to 28 CFR 50.2 may be made available unless it is 
determined

[[Page 47614]]

that release of the specific information in the context of a particular 
case would constitute an unwarranted invasion of personal privacy;
    (8) Information in the system may be disclosed as is necessary to 
respond to inquiries by Members of Congress on behalf of individual 
constituents who are subjects of CRT records; and
    (9) A record from the system or records may be disclosed to 
National Archives and Records Administration (NARA) and General 
Services Administration (GSA) for 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:
    Records are maintained electronically in the ICM computerized 
information system.

RETRIEVABILITY:
    Information is retrieved by name or other identifier assigned to an 
individual.

SAFEGUARDS:
    Information contained in the system is unclassified. It is 
safeguarded and protected in accordance with Departmental security 
regulations for systems or records. Access to the records is limited to 
those employees whose official duties require such access in order to 
perform their duties.

RETENTION AND DISPOSAL:
    Records are maintained in the system while current and required for 
official Government use. When no longer needed on an active basis, the 
records are stored in accordance with Departmental security regulations 
for systems of records. The disposition schedule is pending approval at 
NARA.

SYSTEM MANAGER(S) AND ADDRESS:
    Executive Officer, Administrative Management Section, Civil Rights 
Division, United States Department of Justice, 950 Pennsylvania Ave., 
NW., Washington, DC 20530-0001.

NOTIFICATION PROCEDURE:
    Address inquiries to the system manager listed above.

RECORD ACCESS PROCEDURE:
    A request for access to a record retrievable in this system shall 
be made in writing, with the envelope and letter clearly marked 
``Privacy Access Request.'' Include in the request the full name of the 
individual involved, his or her current address, date and place of 
birth, and notarized signature or dated signature submitted under 
penalty of perjury (28 CFR 16.41(d)), and any other information which 
is known and may be of assistance in locating the record. The requester 
should provide a return address for transmitting the information. 
Access requests should be directed to the System Manager listed above.

CONTESTING RECORD PROCEDURES:
    Individuals desiring to contest or amend their records should 
direct their request to the System Manager listed above, stating 
clearly and concisely what information is being contested, the reasons 
for contesting it, and the proposed amendment to the information 
sought.

RECORD SOURCE CATEGORIES:
    Information on time-allocation is provided by CRT attorneys, 
paralegals and professional staff who handle complaints, cases or 
matters of concern to the CRT. Sources of information contained in this 
system are those records reflecting all cases or matters under 
consideration by CRT.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
JUSTICE/CRT-004

SYSTEM NAME:
    Registry of Names of Interested Persons Desiring Notification of 
Submissions under Section 5 of the Voting Rights Act.

SYSTEM LOCATION:
    U.S. Department of Justice, Civil Rights Division (CRT), 950 
Pennsylvania Avenue, NW., Washington, DC 20530-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons who have requested that the Attorney General send them 
notice of submissions under Section 5 of the Voting Rights Act of 1965, 
42 U.S.C. 1973c.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The Registry contains the name, address and telephone numbers of 
interested parties, and, where appropriate, the voting area or areas 
with respect to which notification was requested by such persons.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    46 FR 877 (1981) codified in 28 CFR part 51, 42 U.S.C. 1973c, 5 
U.S.C. 301 and 28 U.S.C. 509, 510.

PURPOSE(S):
    The purpose is to maintain records in a Registry to identify 
persons interested in receiving notification of submissions under 
Section 5 of the Voting Rights Act and to comply with their requests. 
Section 5, which applies to several states and some counties, requires 
that any change with respect to voting that a specially covered 
jurisdiction makes is legally unenforceable unless and until the 
jurisdiction obtains from the Federal court in the District of Columbia 
or from the Attorney General a determination that the change is not 
discriminatory on account of race, color, or membership in a language 
minority group. If the jurisdiction is unable to prove the absence of 
discrimination, the Attorney General objects to the change, and it 
remains legally unenforceable. Further, the Registry may be used to 
notify the persons listed therein of any proposed changes in the 
``Procedures for the Administration of Section 5 of the Voting Rights 
Act of 1965,'' 46 FR 870 (1981), codified in 28 CFR part 51, and to 
solicit their comments with respect to any such proposed changes.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    A record maintained in this system of records may be disseminated 
as a routine use of such records as follows:
    (1) A record relating to this system, or any facts derived 
therefrom, may be disseminated in a proceeding before a court, grand 
jury, administrative or regulatory proceeding or any other adjudicative 
body before which CRT is authorized to appear, when the United States, 
or any agency or subdivision thereof, is a party to litigation or has 
an interest in litigation and such records are determined by CRT to be 
arguably relevant to the litigation;
    (2) A record relating to this system may be disseminated to an 
actual or potential party to litigation or the party's attorney or 
authorized representative for the purpose of negotiation or discussion 
on such matters as settlement of the case or matter, plea bargaining or 
in informal discovery proceedings.
    (3) A record may be disseminated 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;
    (4) A record may be disseminated to complainants and victims to the 
extent necessary to provide such persons with information and 
explanations concerning the progress and/or results of the 
investigation or case arising from

[[Page 47615]]

the matters of which the complainants or victims complained or of which 
they were a victim;
    (5) Information permitted to be released to the news media and the 
public pursuant to 28 CFR 50.2 may be made available from systems of 
records maintained by the Department of Justice 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;
    (6) Information in the system may be disclosed as is necessary to 
respond to inquiries by Members of Congress on behalf of individual 
constituents who are subjects of CRT records;
    (7) A record from a system of records may be disclosed as a routine 
use to National Archives and Records Administration (NARA) and General 
Services Administration (GSA) in records management inspections 
conducted under the authority of 44 U.S.C. 2904 and 2906;
    (8) A record may be disclosed 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; and
    (9) In the event that a record in this system, either alone or in 
conjunction with other information, indicates a violation or potential 
violation of law--criminal, civil, or regulatory in nature--the 
relevant records may be referred to the appropriate federal, state, 
local, foreign, or tribal law enforcement authority or other 
appropriate agency charged with the responsibility for investigating or 
prosecuting such violation or charged with enforcing or implementing 
such law.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Names are stored in a card file system, and an automated addresser.

RETRIEVABILITY:
    Records in this system are retrievable by the names of interested 
persons or organizations.

SAFEGUARDS:
    Information in the system is safeguarded in accordance with 
Departmental rules and procedures governing access, production and 
disclosure of any materials contained in its official files.

RETENTION AND DISPOSAL:
    An individual or organizational name is retained in the Registry 
until such time as that person or organization requests that the name 
be deleted.

SYSTEM MANAGER(S) AND ADDRESS:
    Chief, Voting Section, Civil Rights Division, U.S. Department of 
Justice, 950 Pennsylvania Ave., NW., Washington, DC 20530-0001.

NOTIFICATION PROCEDURE:
    Address inquiries to: Assistant Attorney General, Civil Rights 
Division, U.S. Department of Justice, 950 Pennsylvania Ave., NW., 
Washington, DC 20530-0001.

RECORD ACCESS PROCEDURES:
    This system contains no information about any individual other than 
as described in Categories of Records above. Persons whose names appear 
on the Registry may have access thereto or have their names and other 
information pertaining to them deleted or modified upon a request of 
the same nature as indicated in 46 FR 877 (1981), codified in 28 CFR 
part 51.

CONTESTING RECORD PROCEDURES:
    Same as the above.

RECORD SOURCE CATEGORIES:
    Sources of information in the Registry are those persons or 
organizations whose names appear therein by virtue of their having 
requested inclusion in the Registry pursuant to 46 FR 877 (1981), 
codified in 28 CFR 51.32.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
JUSTICE/CRT-007

SYSTEM NAME:
    Files on Employment Civil Rights Matters Referred by the Equal 
Employment Opportunity Commission.

SYSTEM LOCATION:
    U.S. Department of Justice, Civil Rights Division (CRT), 950 
Pennsylvania Avenue NW., Washington, DC 20530-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Persons seeking employment or employed by a state or a political 
subdivision of a state who have filed charges alleging discrimination 
in employment with the Equal Employment Opportunity Commission 
(hereinafter EEOC) which have resulted in a determination by EEOC that 
there is probable cause to believe that such discrimination has 
occurred, and attempts by EEOC at conciliation have failed.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system may contain copies of charges filed with EEOC, copies of 
EEOC's ``determination'' letters, letters of transmittal from and to 
EEOC, analyses or evaluations summarizing the charge and other 
materials in the EEOC file, internal memoranda, attorney notes, and 
copies of ``right to sue'' letters issued by CRT. The system may also 
contain charges related to allegations of employment discrimination by 
public employers filed by individual complainants which have been 
referred to the Department of Justice by EEOC pursuant to 42 U.S.C. 
2000e-5(f) (1) or 5(f) (2), or to allegations of a pattern or practice 
of violations of the Equal Employment Opportunity Act by a public 
employer which have been referred to the Department of Justice by EEOC 
pursuant to 42 U.S.C. 2000e-6. If the Department has determined to 
initiate an investigation or litigate a matter referred by EEOC the 
records pertaining to that matter are not contained in the system. Such 
records and their routine uses are described under the notice for the 
system named: Central CRT Index File and Associated Records/CRT-001.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The records in this system of records are kept under authority of 
44 U.S.C. 3101 and in the ordinary course of fulfilling the 
responsibilities assigned to CRT under 28 CFR 0.50, 0.51.

PURPOSE(S):
    One purpose of this system is to assist employees and officials of 
the Department to make decisions regarding the issuance of right to sue 
letters or make decisions regarding prosecutions of alleged instances 
of employment discrimination. Another purpose is to assist the Division 
in preparing budget requests, statistical reports, and other internal 
functions of the Department.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    A record maintained in this system of records may be disseminated 
as a routine use of such records as follows:
    (1) A record relating to this system, or any facts derived 
therefrom may be disseminated in a proceeding before a court, grand 
jury, administrative or regulatory proceeding or any other adjudicative 
body before which CRT is

[[Page 47616]]

authorized to appear, when the United States, or any agency or 
subdivision thereof, is a party to litigation or has an interest in 
litigation and such records are determined by CRT to be arguably 
relevant to the litigation;
    (2) A record relating to this system may be disseminated to an 
actual or potential party to litigation or the party's attorney or 
authorized representative for the purpose of negotiation or discussion 
on such matters as settlement of the case or matter, plea bargaining or 
in informal discovery proceedings;
    (3) A record may be disseminated 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;
    (4) A record may be disseminated to complainants and victims to the 
extent necessary to provide such persons with information and 
explanations concerning the progress and/or results of the 
investigation or case arising from the matters of which the 
complainants or victims complained or of which they were a victim;
    (5) Information permitted to be released to the news media and the 
public pursuant to 28 CFR 50.2 may be made available from systems of 
records maintained by the Department of Justice 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;
    (6) Information in the system may be disclosed as is necessary to 
respond to inquiries by Members of Congress on behalf of individual 
constituents who are subjects of CRT records;
    (7) A record from a system of records may be disclosed as a routine 
use to National Archives and Records Administration (NARA) and General 
Services Administration (GSA) in records management inspections 
conducted under the authority of 44 U.S.C. 2904 and 2906; and
    (8) A record may be disclosed 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 in the systems is stored on index cards, in file 
jackets, and in computer disks which are maintained by the Employment 
Litigation Section, Civil Rights Division.

RETRIEVABILITY:
    Information is retrieved primarily by using the appropriate 
Department of Justice file number, or the name of the charging party, 
or the state in which the alleged discrimination occurred or through 
other logical queries to the computer based system.

SAFEGUARDS:
    Information in manual and computer form is safeguarded and 
protected in accordance with applicable Departmental security 
regulations for systems of records. Staff members who are assigned a 
specific identification code will be able to use the computer or to 
access the stored information in order to perform their official 
duties.

RETENTION AND DISPOSAL:
    If the Department determines not to prosecute a matter referred by 
the EEOC, the records transmitted with the referral are returned to the 
EEOC. Other records in the system are kept for routine use by the 
Department and when no longer needed are sent to the Federal Records 
Center or are destroyed. Records are retained and disposed of in 
accordance with item 25 of the General Records Schedule 1 as approved 
by the Archivist of the United States.

SYSTEM MANAGER(S) AND ADDRESS:
    Assistant Attorney General, Civil Rights Division, U.S. Department 
of Justice, 950 Pennsylvania Ave., NW., Washington, DC 20530-0001.

NOTIFICATION PROCEDURE:
    Same as the above.

RECORD ACCESS PROCEDURE:
    A request for access to a record from this system shall be made in 
writing with the envelope and letter clearly marked ``Privacy Access 
Request.'' The request should indicate the state where the alleged 
employment discrimination took place and the employer to which the 
charge was related. The requester should also provide the full name of 
the individual involved, his or her current address, date and place of 
birth, notarized signature or dated signature submitted under penalty 
of perjury (28 CFR 16.41(d)), any other known information which may be 
of assistance in locating the record, and a return address for 
transmitting the information. Access requests will be directed to the 
System Manager listed above.

CONTESTING RECORD PROCEDURES:
    Individuals desiring to contest or amend information maintained in 
the system should direct their request to the System Manager listed 
above, stating clearly and concisely what information is being 
contested, the reasons for contesting it, and the proposed amendment to 
the information sought. Disclosure of part of the material in this 
system may be prohibited by 42 U.S.C. 2000e-5(b), 42 U.S.C. 2000e-8(e) 
and 44 U.S.C. 3510(b). Part of this system is exempted from access and 
contest under 5 U.S.C. 552a(k) (2).

RECORD SOURCE CATEGORIES:
    Sources of information in this system are charging parties, 
information compiled and maintained by EEOC, and employees and 
officials of the Department of Justice responsible for the disposition 
of the referral request.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    The Attorney General has exempted the system from 5 U.S.C. 552a 
(d)(1), (2), (3), and (4) of the Privacy Act pursuant to 5 U.S.C. 552a 
(k)(2). Rules have been promulgated in accordance with the requirements 
of 5 U.S.C. 553 (b), (c) and (e), and have been published in the 
Federal Register.
JUSTICE/CRT-009

SYSTEM NAME:
    Civil Rights Division Travel Reports, CRT-009.

SYSTEM LOCATION:
    United States Department of Justice, Civil Rights Division (CRT), 
950 Pennsylvania Avenue, NW., Washington, DC 20530-0001.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    All persons who have filed travel authorization forms or travel 
voucher forms for official travel on behalf of CRT.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The Division's filing system contains information concerning travel 
expenditures which were recorded on travel authorization forms and 
travel voucher forms by CRT employees or other persons authorized to 
travel for CRT and submitted to the Budget and Finance Branch of CRT.

[[Page 47617]]

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    The records in this system of records are kept under the authority 
of 44 U.S.C. 3101 and in the ordinary course of fulfilling the 
responsibilities assigned to CRT under 28 CFR 0.50, 0.51.

PURPOSE(S):
    One purpose of this system is to assist employees and officials of 
the Division to measure and track expenditures within the Division. 
Other purposes are to assist the Division in preparing reports within 
various sections to control and review expenditures.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    A record maintained in this system of records may be disseminated 
as a routine use of such records as follows:
    (1) A record relating to this system, or any facts derived 
therefrom, may be disseminated in a proceeding before a court, grand 
jury, administrative or regulatory proceeding or any other adjudicative 
body before which CRT is authorized to appear, when the United States, 
or any agency or subdivision thereof, is a party to litigation or has 
an interest in litigation and such records are determined by CRT to be 
arguably relevant to the litigation;
    (2) A record relating to this system may be disseminated to an 
actual or potential party to litigation or the party's attorney or 
authorized representative for the purpose of negotiation or discussion 
on such matters as settlement of the case or matter, plea bargaining or 
in informal discovery proceedings;
    (3) A record may be disseminated 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;
    (4) Information permitted to be released to the news media and the 
public pursuant to 28 CFR 50.2 may be made available from systems of 
records maintained by the Department of Justice 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;
    (5) Information in the system may be disclosed as is necessary to 
respond to inquiries by Members of Congress on behalf of individual 
constituents who are subjects of CRT records;
    (6) A record from a system of records may be disclosed as a routine 
use to National Archives and Records Administration (NARA) and General 
Services Administration (GSA) in records management inspections 
conducted under the authority of 44 U.S.C. 2904 and 2906;
    (7) A record may be disclosed 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; and
    (8) In the event that a record in this system, either alone or in 
conjunction with other information, indicates a violation or potential 
violation of law-criminal, civil or regulatory in nature-the relevant 
records may be referred to the appropriate Federal, State, local, 
foreign, or Tribal law enforcement authority or other appropriate 
agency charged with the responsibility for investigating or prosecuting 
such violation or charged with enforcing or implementing such law.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Records are stored in hard copy and electronic form.

RETRIEVABILITY:
    Records in this system are retrieved by the names of those 
individuals identified under the caption ``Categories of individuals 
covered by the system.''

SAFEGUARDS:
    Information in the system is unclassified. However, the records are 
protected in accordance with applicable Department security regulations 
for systems of records. Records are stored in locked cabinets and 
access to the computer is limited to those personnel who have a need 
for access to perform their official duties.

RETENTION AND DISPOSAL:
    Records are maintained on the system while current and required for 
official Government use. When no longer needed on an active basis, the 
records are transferred to computer tape and stored in accordance with 
Departmental security regulations for systems of records. Final 
disposition will be in accordance with records retirement or 
destruction as scheduled by NARA in General Records Schedule 9.

SYSTEM MANAGER(S) AND ADDRESS:
    Executive Officer, Administrative Management Section, Civil Rights 
Division, United States Department of Justice, 950 Pennsylvania Ave., 
NW., Washington, DC 20530-0001.

NOTIFICATION PROCEDURE:
    Same as the above.

RECORD ACCESS PROCEDURES:
    Requests by former employees for access to records in this system 
may be made in writing with the envelope and letter clearly marked 
``Privacy Act Request.'' The request should clearly state the dates on 
which official travel was taken. The requestor should also provide the 
full name of the individual involved, his or her current address, date 
and place of birth, notarized signature or dated signature submitted 
under penalty of perjury (28 CFR 16.41(d)), any other known information 
which may be of assistance in locating the record, and a return address 
for transmitting the information. Access requests will be directed to 
the System Manager. Present employees may request access by contacting 
the System Manager directly.

CONTESTING RECORD PROCEDURES:
    Individuals desiring to contest or amend information maintained in 
the system should direct their request to the System Manager listed 
above, stating clearly and concisely what information is being 
contested, the reason for contesting it, and the proposed amendment to 
the information sought.

RECORD SOURCE CATEGORIES:
    Sources of information are CRT employees and other authorized 
persons who file travel authorization and travel voucher forms.

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
[FR Doc. 03-20342 Filed 8-8-03; 8:45 am]
BILLING CODE 4410-13-P