[Federal Register Volume 69, Number 35 (Monday, February 23, 2004)]
[Notices]
[Pages 8238-8240]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-3763]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION


Privacy Act of 1974, as Amended; System of Records Notices

AGENCY: National Archives and Records Administration (NARA).

ACTION: Notice to add a new Privacy Act system of records and modify an 
existing system of records.

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SUMMARY: The National Archives and Records Administration (NARA) 
proposes to add a system of records notice to its existing inventory of 
systems subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended. 
In this notice, NARA publishes NARA 38--Project Management Records, for 
comment.

EFFECTIVE DATES: The establishment of the new system NARA 38 will 
become effective without further notice on March 22, 2004, unless 
comments received on or before that date cause a contrary decision. If 
changes are made based on NARA's review of comments received, a new 
final notice will be published.

ADDRESSES: NARA invites interested persons to submit comments on this 
proposed rule. Comments may be submitted by any of the following 
methods:
     Mail: Send comments to: Privacy Act Officer, 
Office of General Counsel (NGC), Room 3110, National Archives and 
Records Administration, 8601 Adelphi Road, College Park, MD 20740-6001.
     Fax: Submit comments by facsimile transmission 
to: 301-837-0293.
     E-mail: Send comments to http://www.regulations.gov. You may also comment via e-mail to 
[email protected]. See SUPPLEMENTARY INFORMATION for details.

FOR FURTHER INFORMATION CONTACT: Ramona Branch Oliver, Privacy Act 
Officer, 301-837-2024 (voice) or 301-837-0293 (fax).

SUPPLEMENTARY INFORMATION: NARA last published a comprehensive set of 
Privacy Act system notices in the Federal Register on April 2, 2002 (67 
FR 15592). NARA published two additional systems: NARA 35 and NARA 36, 
in the Federal Register on October 17, 2002 (67 FR 64142). NARA also 
published one additional system NARA 37 and a revised version of the 
existing system NARA 25, in the Federal Register on October 21, 2003 
(68 FR 60121).
    NARA is proposing to add NARA 38--Project Management Records, to 
its existing inventory of systems subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended. NARA 38 covers persons who work on NARA 
projects.
    The notice for the new system of records states the following:
     Name and the location of the record system;
     Authority for and manner of its operation;

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     Categories of individuals that it covers;
     Types of records that it contains;
     Sources of information in these records;
     Proposed ``routine uses'' of each system of 
records; and
     Business address of the NARA official who will 
inform interested persons of the procedures they must follow to gain 
access to and correct records pertaining to themselves.
    One of the purposes of the Privacy Act, as stated in section 
2(b)(4) of the Act, is to provide certain safeguards for an individual 
against an invasion of personal privacy by requiring Federal agencies 
to disseminate any record of identifiable personal information in a 
manner that assures that such action is for a necessary and lawful 
purpose, that information is current and accurate for its intended use, 
and that adequate safeguards are provided to prevent misuse of such 
information. NARA intends to follow these principles in transferring 
information to another agency or individual as a ``routine use'', 
including assurance that the information is relevant for the purposes 
for which it is transferred.

    Dated: February 13, 2004.
John W. Carlin,
Archivist of the United States.

    Accordingly, we are publishing the proposed new system of records 
notice NARA 37 as follows:
NARA 38

System Name:
    Project Management Records.

System Location:
    This system is located at the National Archives and Records 
Administration (NARA) in College Park, MD.

Categories of Individuals Covered by the System:
    Individuals covered by this system include NARA employees and NARA 
contractors who work on NARA projects.

Categories of Records in the System:
    Individual files may contain some or all of the following 
information about NARA employees and NARA contractors: name, job title, 
work organization, supervisor, project assignments, work experience, 
and work availability.
    Project files consist of a list of NARA approved projects and 
related information about these projects. These files will contain some 
or all of the following information: work tasks, planned and actual 
start and finish dates, resource requirements, dependencies and 
deliverables.
    Work files consist of information reported by an individual that 
shows, by task: resource expenditures in hours and dollars, remaining 
effort to complete the task, date of completion, risk assessments, 
issues and documentation that shows work progress.

Authority for Maintenance of the System:
    44 U.S.C. 2104, 31 U.S.C. 1115, and 40 U.S.C. 1423.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    NARA maintains this information to effectively manage NARA's 
project portfolio. This includes defining projects and, within them, 
activities, tasks, milestones, and deliverables and assigning 
individuals to projects, measuring performance of on-going projects 
against established baselines, assessing the availability of resources 
to begin new projects and determining the capital costs of completed 
projects. Records will be disclosed for these uses both to authorized 
NARA staff and to contractors assisting NARA in these activities. These 
records may also be used to evaluate the performance of individuals, 
both NARA staff and contractors, against goals established by project 
managers and/or contract managers.
    Records from this system of records may be disclosed as a routine 
use to an agency or official of the U.S. Government exercising 
oversight over an activity covered by the system, or over the methods 
or manner in which NARA manages these activities, the resources 
committed to them, and their results. Such disclosures are limited to 
the extent necessary for them to exercise their oversight authority. 
Oversight agencies include, but are not limited to, the NARA Inspector 
General, GAO or other entities evaluating, auditing, or reviewing 
NARA's project management, capital investments, and earned value 
management. They may include officials of other agencies who are 
partners of NARA in one or more of the projects covered by the system.
    The routine use statements A, C, D, E, F, and G described in 
Appendix A published at 67 FR 15592, also apply to this system of 
records.

Policies and Practices for Storing, Retrieving, Accessing, Retaining, 
and Disposing of Records in the System:
Storage:
    Electronic and paper.

Retrievability:
    Information in employee related files will be retrieved by the name 
of the individual.

Safeguards:
    Electronic records are accessible to authorized personnel via 
password from terminals owned by NARA and maintained in NARA attended 
offices. After business hours, buildings have security guards and/or 
secured doors, and all entrances are monitored by electronic 
surveillance equipment.

Retention and Disposal:
    The disposition of the project management records is under 
consideration. Accordingly, the records generated cannot be destroyed 
until a records schedule is approved by the Archivist. Once the 
disposition is determined, retention and disposal of the records will 
be governed in accordance with the applicable disposition instructions 
in the NARA records schedule contained in FILES 203, the NARA Files 
Maintenance and Records Disposition Manual. Individuals may request a 
copy of the disposition instructions from the NARA Privacy Act Officer.

System Manager(s) and Address:
    The system manager for project management records is the Assistant 
Archivist for Human Resources and Information Technology. The address 
for this location is published at 67 FR 15592.

Notification Procedure:
    Individuals interested in inquiring about their records should 
notify the NARA Privacy Act Officer at the address listed in Appendix B 
published at 67 FR 15592.

Record Access Procedures:
    Individuals who wish to gain access to their records should submit 
their request in writing to the NARA Privacy Act Officer at the address 
listed in Appendix B published at 67 FR 15592.

Contesting Record Procedures:
    NARA rules for contesting the contents and appealing initial 
determinations are found in 36 CFR part 1202.

Record Source Categories:
    Information about individuals in the records is obtained primarily 
from NARA employees and NARA contractors who work on NARA projects. 
Addition information may be obtained from NARA supervisors, other 
personnel, NARA operational records and information provided by 
contractors

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who provide staff to work on NARA projects.

[FR Doc. 04-3763 Filed 2-20-04; 8:45 am]
BILLING CODE 7515-01-P