[Federal Register Volume 69, Number 7 (Monday, January 12, 2004)]
[Notices]
[Pages 1762-1763]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-583]


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DEPARTMENT OF JUSTICE

[AAG/A Order No. 001-2004]


Privacy Act of 1974; System of Records

    Pursuant to the provisions of the Privacy Act of 1974 (5 U.S.C. 
552a), notice is given that the Department of Justice (DOJ) proposes to 
establish a new Department-wide system of records entitled ``Emergency 
Contact Systems for the Department of Justice, DOJ/009.'' The 
Department maintains contact information on employees and other 
individuals having business with the Department who have provided 
contact information. This information is maintained in central 
databases, including databases maintained by the Justice Command Center 
and the DOJ Operators, as well as by individual components and offices 
throughout the Department. Information that was previously contained in 
``JUSTICE/JMD-013, Employee Locator File,'' is now covered by this 
Department-wide systems notice. Therefore, the Department hereby 
removes, on the effective date of this notice, Justice Management 
Division, ``Employee Locator File, JMD-013'', (52 FR 47182, 47270, Dec. 
11, 1987).
    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 under the Act, 
requires a 40-day period in which to conclude its review of the system. 
Therefore, please submit any comments by February 11, 2004. The public, 
OMB, and the Congress are invited to submit any comments to Mary E. 
Cahill, Management and Planning Staff, Justice Management Division, 
Department of Justice, Washington, DC 20530 (Room 1400, National Place 
Building).
    In accordance with 5 U.S.C. 552a(r), the Department has provided a 
report to OMB and the Congress.

    Dated: January 5, 2004.
Paul R. Corts,
Assistant Attorney General for Administration.
Department of Justice-009

System Name:
    Emergency Contact Systems for the Department of Justice.

System Locations:
    U.S. Department of Justice, 950 Pennsylvania Ave., NW., Washington, 
DC 20530, and other Department of Justice components and offices 
throughout the world.

Categories of Individuals Covered by the System:
    Employees, former employees, and other individuals having business 
with the Department who have provided contact information.

Categories of records in the system:
    Home phone numbers, cellular phone numbers, pager numbers, numbers 
where individuals can be reached while on travel or otherwise away from 
the office, home addresses, electronic mail addresses, names and phone 
numbers of family members or other contacts, and other contact 
information provided by individuals covered by this system of records 
to the Department.

Authority for Maintenance of the System:
    5 U.S.C. 301 and 44 U.S.C. 3101.

Purpose of the System:
    To maintain contact information on employees and other individuals 
in case of emergencies involving an employee or the Department, or when 
necessary for official purposes.

Routine Uses of Records Maintained in the System, including Categories 
of Users and the Purposes of such Uses:
    Pursuant to subsection (b)(3) of the Privacy Act, information may 
be disclosed from this system as follows:
    A. 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, an individual who is the subject of the record.
    B. To the 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.
    C. Where a record, either on its face 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

[[Page 1763]]

appropriate federal, state, local, foreign, or tribal, law enforcement 
authority or other appropriate agency charged with the responsibility 
of investigating or prosecuting such a violation or enforcing or 
implementing such law.
    D. In an appropriate proceeding before a court, or administrative 
or adjudicative body, when the Department of Justice determines that 
the records are arguably relevant to the proceeding, or in an 
appropriate proceeding before an administrative or adjudicative body 
when the adjudicator holds the records to be relevant to the 
proceeding.
    E. To an actual or potential party to litigation or the party's 
authorized representative for the purpose of negotiation or discussion 
on such matters as settlement, plea bargaining, or in informal 
discovery proceedings.
    F. 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.
    G. 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.
    H. To the White House (the President, Vice President, their staffs, 
and other entities of the Executive Office of the President (EOP)), 
and, during Presidential transitions, to the President Elect and Vice-
President Elect and their designated transition team staff, for 
coordination of activities that relate to or have an effect upon the 
carrying out of the constitutional, statutory, or other official or 
ceremonial duties of the President, President Elect, Vice-President, or 
Vice-President Elect.
    I. To such recipients and under such circumstances and procedures 
as are mandated by federal statute or treaty.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Records are stored in electronic form and on paper.

Retrievability:
    Information is retrieved by name of individual.

Safeguards:
    Information in these systems is safeguarded in accordance with 
applicable rules and policies, including the Department's automated 
systems security and access policies. In general, records and technical 
equipment are maintained in buildings with restricted access. The 
required use of password protection identification features and other 
system protection methods also restrict access. Access is limited to 
those who have an official need for access to perform their official 
duties.

Retention and Disposal:
    Records about individuals who are not current Department employees 
are retained until no longer needed, pending approval by the National 
Archives and Records Administration (SF 115); other records are 
retained and disposed of in accordance with General Records Schedule 1, 
item 6.

System Manager and Address:
    Deputy Assistant Attorney General, Policy, Management and Planning, 
MAIN Justice Building, 950 Pennsylvania Ave., NW., Washington, DC 20530

Notification Procedures:
    Address inquiries to System Manager named above.

Record Access Procedures:
    Requests for access must be in writing and should be addressed to 
the System Manager named above. The envelope and letter should be 
clearly marked ``Privacy Act Access Request.'' The request should 
include a general description of the records sought and must include 
the requester's full name, current address, and date and place of 
birth. The request must be signed and dated and either notarized or 
submitted under penalty of perjury.

Contesting Record Procedures:
    Individuals desiring to contest or amend information maintained in 
the system should direct their request according to the Records Access 
procedures and 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 these systems include employees 
and other individuals covered by this system, and the Federal 
Government.

Systems Exempted from Certain Provisions of the Act:
    None.
[FR Doc. 04-583 Filed 1-9-04; 8:45 am]
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