[Federal Register Volume 69, Number 198 (Thursday, October 14, 2004)]
[Notices]
[Pages 60997-60998]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-23033]
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ENVIRONMENTAL PROTECTION AGENCY
[FRL-7827-6]
Privacy Act of 1974: Revision to an Existing Privacy Act System
of Records
AGENCY: Environmental Protection Agency (EPA).
ACTION: Notice of revised system of records.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974 (5
U.S.C. 552a), the Office of Executive Secretariat (OEX) is giving
notice that it proposes to publish a revised system of records notice
for the Correspondence Management System. This system of records is
designed to track, route, and store incoming and outgoing Agency
correspondence from and to members of the public, private, and
government sectors.
EFFECTIVE DATES: The revised notice will be effective November 23,
2004.
ADDRESSES: Questions regarding this notice should be addressed to the
Director, Office of Executive Secretariat, 1200 Pennsylvania Ave., MC-
1105A, Washington, DC 20460.
FOR FURTHER INFORMATION CONTACT: Brian Hope, at (202) 564-7311, or at
[email protected].
SUPPLEMENTARY INFORMATION:
I. General Information
The EPA Correspondence Management System is designed to track,
route, and store incoming and outgoing Agency correspondence from and
to members of the public, private, and governmental sectors. This new
system changes only the software used to track information and does not
change the types of records that are tracked or alter levels of access
to that information. Access to the system is restricted to authorized
users (EPA employees and on-site contractors that are cleared to handle
such information. All information is maintained in a secure, password
protected computer system located in secure areas and buildings with
physical access controls and environmental controls. The system is
maintained by the Office of Executive Secretariat in the Office of
Administrator.
EPA has established an official public docket for this action under
Docket ID No. OEI-2004-0003. The official public docket is the
collection of materials that is available for public viewing at the OEI
Docket in the EPA Docket Center, (EPA/DC) EPA West, Room B102, 1301
Constitution Avenue, NW., Washington, DC. The EPA Docket Center Public
Reading Room is open from 8:30 a.m. to 4:30 p.m., Monday through
Friday, excluding legal holidays. The telephone number for the Reading
Room is (202) 566-1744, and the telephone number for the OEI Docket is
(202) 566-1752.
An electronic version of the public docket is available through
EPA's electronic public docket and comment system, EPA Dockets (http://www.epa.gov/edocket/). EPA Dockets can be used to view public comments,
access the index listing of the contents of the official public docket,
and to access those documents in the public docket that are available
electronically. Although not all docket materials may be available
electronically, you may still access any of the publicly available
docket materials through the docket facility identified above.
[[Page 60998]]
Dated: October 1, 2004.
Kimberly T. Nelson,
Assistant Administrator and Chief Information Officer.
EPA-22
System Name:
Correspondence Management System.
Security Classification:
None.
System Location:
National Computer Center, U.S. Environmental Protection Agency
Main Campus, 109 T.W. Alexander Drive, Research Triangle Park, North
Carolina 27709.
Categories of Individuals Covered by the System:
Individuals who write to the U.S. Environmental Protection Agency
or any of its employees in their official capacity; all individuals to
whom correspondence is addressed by EPA or any of its employees in
their official capacity; and individuals whose correspondence is
referred to EPA by the President, the Vice President, or another
federal agency. (Note: Two categories of correspondence that will not,
in most cases, be logged into the system are (1) comments to a docket,
and (2) Freedom of Information and Privacy Act requests. The Agency
maintains separate applications, EPA Dockets and FOIAXPress,
respectively, to log and track such correspondence.)
Categories of Records in the System:
Correspondence generated by anyone in the public, private, or
government sectors and addressed to the U.S. Environmental Protection
Agency or any of its employees in their official capacity.
Correspondence generated by any employee of the U.S. Environmental
Protection Agency in his or her official capacity. Complete records may
include metadata about the correspondence that facilitates tracking and
record retrieval, a scanned image or electronic copy of the incoming
communication, draft(s) of the response document, supporting documents
or other attachments, and a scanned image or electronic copy of the
outgoing signed response. Pre-decisional draft responses will not be
included as part of the final record. Maintenance of physical records
is the responsibility of each office in accordance with the Agency's
records management guidelines.
Authority for Maintenance of the System:
5 U.S.C. 301.
Purpose(s):
To track, route, and store incoming and outgoing Agency
correspondence from and to members of the public, private, and
governmental sectors.
Routine Uses of Records Maintained in the System:
The following General Routine Uses of EPA Systems of Records apply
to this application:
A, B, C, D, E, F, G, H, I, J, K
Records may also be disclosed to a federal, state, or local
governmental agency when it is determined that a response by that
agency is more appropriate than a response by the U.S. Environmental
Protection Agency.
Policies and Practices for Storing, Retrieving, Retaining, and
Disposing of Records in the System:
Storage:
Computer database and paper files (until the Agency implements a
National Archives and Records Administration-certified electronic
records management system).
Retrievability:
All CMS records are full-text indexed and are searchable by any
data element.
Safeguards:
CMS resides on servers located in a secure, access-controlled room
at the EPA National Computer Center at the main EPA campus in Research
Triangle Park, North Carolina. No unauthorized individuals may access
the physical equipment on which the system resides.
Electronic access to CMS is available only through the EPA intranet
via a Single Socket Layer-encrypted connection. All users must have a
password-protected account that defines their level of access to data
stored in the system. Accounts can only be created by the System
Administrator or Assistant System Administrators.
Paper records are maintained in lockable file cabinets in secure,
access-controlled rooms, areas, or buildings.
Retention and Disposal:
Paper and electronic record copies are retained and disposed of
according to National Archives and Records Administration guidelines
and the U.S. Environmental Protection Agency Records Control Schedule.
System Manager(s) and Address(es):
Director, Office of the Executive Secretariat, U.S. Environmental
Protection Agency, 1200 Pennsylvania Avenue, NW., Washington, DC 20460;
Correspondence Management System Administrator, Office of the Executive
Secretariat, 1200 Pennsylvania Avenue, NW., Washington, DC 20460.
Notification Procedure:
Any individual, or his or her duly authorized representative, who
(1) is desirous of knowing if information of any kind about him or her
is maintained in the Correspondence Management System; (2) wishes to
access the information, if any, maintained about him or her in the
Correspondence Management System; or (3) wants to formally contest the
contents of a record maintained in the Correspondence Management
System, should make his or her request in writing to the System
Manager(s).
Record Access Procedures:
At a minimum, requestors will be required to provide adequate
identification (e.g., driver license, military identification card,
employee badge or identification card) and, if necessary, proof of
authority. Additional identity verification procedures may be required
as warranted. Copies of records that are responsive to the individual's
request will be mailed or delivered by reasonable alternate means, if
requested. Fees may be incurred if copies are made and mailed in
accordance with 16.4 of current regulations.
Contesting Records Procedures:
Individuals requesting correction of or amendment to records must
reasonably and accurately identify the record in question, specify the
information they are contesting, and detail the corrective action
sought. Complete U.S. Environmental Protection Agency Privacy Act
procedures are set out in 40 CFR Part 16.
Record Source Categories:
Sources include individuals who address correspondence to the
Agency or any of its employees in their official capacities; Agency
employees preparing responses to incoming correspondence or who
generate original correspondence in their official capacities; and the
White House and other federal agencies (referrals to the Agency).
System Exempted from Certain Provisions of the Act:
None.
[FR Doc. 04-23033 Filed 10-13-04; 8:45 am]
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